NearlyFree.com IT Governance The following is an excerpt from the NearlyFree.com IT Governance. Below you will find the IT policies for the Service Oriented Architecture and Enterprise, which is the basic framework and structure for all IT-related activities and customer and user interactions at NearlyFree.com. The philosophy here is service centered on customer satisfaction and quality. IT Governance Overview Governance policies provide guidelines to manage all IT programs and projects. Governance establishes clear roles, responsibilities, and accountabilities for all project team members including executive leadership and project managers. Industry best practices include the use of a governance process to oversee and manage project spending and to ensure there is an acceptable benefit or return on investment in all initiatives. The key to the NearlyFree.com IT governance is the creation of the IT Program Management Office (PMO). The PMO seeks to understand and integrate organizational business goals with all approved project definitions and objectives. The PMO has a set definition and objectives, which set the scope and boundaries to deliver project management methodologies, guidelines, training, and investment benefits. IT Service Oriented Governance Policies The following types of policies apply to all service oriented IT projects. 1. Project life cycle (design, development, and implementation) policies. 2. Quality management policies. 3. Configuration and change management policies. All projects will have to adopt the project management office (PMO) quality management plan and policies. Project change requests must go through the process and gain approval of the change control board (CCB). Amendment History - Document Status (Release #7, 2008) Document Version # Approval Date Modified By Section, Page(s)and Text Revised 7.0 2/1/08 HGM Governance overview 7.1 2/7/08 HGM PMO definition update Page 1 of 8 PMO Quality Management Discipline and Policies Introduction The project management office (PMO) upholds the IT service oriented architecture and enterprise, which is the basic framework and structure for all IT-related activities and projects. The philosophy is service, centered on customer satisfaction and quality. The PMO provides training and the quality management discipline to plan and control through testing and continuous improvement to ensure that each project satisfies the needs for which it was undertaken (PMBOK measure of quality). The scope of quality management includes the following: Quality planning. Quality control. Quality assurance. These quality elements interact with each other and with each of the project management disciplines. Concept Map of PMO Quality Management Tools and Techniques (PMI, 2004) Page 2 of 8 TOOLS and TECHNI QUES *Benefi t/ Cost Analysis *Benchmarking *Flowcharting *Design of Experiments *Cost of Quality I NPUTS OUTPUTS *Quality Policy *Quality Management Plan *Scope Statement *Product Description *Standards and Regulations *Other process outputs Quality Planning *Operational Defi nitions *Checklists *I nputs to other processes Page 3 of 8 Benefits The project management office: Identifies the requirements that will satisfy the needs of the project. Identifies which quality standards are relevant to the project such as ISO 9001:2000 and CMMI. Measures and monitors specific project outputs to determine if they comply with relevant project quality metrics and standards and comply within the variance thresholds. Tests, evaluates, and validates all project outputs and overall project performance. Documents quality management strategies and measurements that can be collected, reviewed, and archived for reference in future projects. Guidelines and Procedures Step Action Responsible personnel 1 Review project scope and deliverable specifications. PM 2 Assemble organization quality policies, standards, and regulations. PM 3 Describe process using inputs and outputs in particular team disciplines (tools and techniques). PM and project team 4 Analyze outputs from steps 1, 2, and 3 and create a list of operational definition of quality. PM and project team 5 Compile items in a list and sort in logical groupings. PM and project team 6 Create the checklist that various project team members can use to inspect quality. PM and project team 7 Develop a quality statement on how quality management and quality plan will be implemented. PM and project team 8 Develop a quality control procedure on how to examine specific project results to see if they comply with the quality standards and to identify means to eliminate any error or unsatisfactory results. Quality audit team 9 Establish quality assurance by evaluating project performance on a regular basis to provide confidence that the project will satisfy the quality standards previously set. Quality audit team Page 4 of 8 Quality Assurance Template Quality Assurance Plan for Project Name Prepared by: Date: 1.0 Draft quality assurance plan. 1.1 Introduction. 1.2 Purpose. 1.3 Policy statement. 1.4 Scope. 2.0 Management. 2.1 Organizational structure. 2.2 Roles and responsibilities. 2.2.1 Technical monitor/senior management. 2.2.2 Task leader. 2.2.3 Quality assurance team. 2.2.3 Technical staff. 3.0 Required documentation. 4.0 Quality assurance procedures. 4.1 Walkthrough procedure. 4.2 Review process. 4.2.1 Review procedures. 4.3 Audit process. 4.3.1 Audit procedures. 4.4 Evaluation process. 4.5 Process improvement. 5.0 Problem reporting procedures. 5.1 Noncompliance reporting procedures. 6.0 Quality assurance metrics. Appendix. Quality assurance check list forms. Page 5 of 8 Configuration and Change Management Policies All projects will have to adopt the project management office (PMO) change control system process and procedures. Project change requests go through the process and approval of the change control board (CCB). PMO's change control system is a formal process with documented procedures that defines how a project Scope Statement (original, defined, and signed by project sponsors) must be maintained when the need for changes occur. The process includes steps by which the official Project Scope Statement document may be changed. The process also includes all electronic/paperwork tracking systems, processes, and approval levels necessary for authorizing changes. Concept Map of PMO Change Control Tools and Techniques (PMI, 2004) Completing a change-request form template is a requirement for this process. User (Change) requests are submitted to the change control board (CCB) for approval. Page 6 of 8 Change Request Form Template Project Name: Date Request Submitted: Title of Change Request Change Order Number: Submitted by: (name and contact information) Change Category: Scope Schedule Cost Technology Other Description of change requested: Events that made this change necessary or desirable: Justification for the change/why it is needed/desired to continue/complete the project: Impact of the proposed change on: Scope: Schedule: Cost: Staffing: Risk: Other: Suggested implementation if the change request is approved: Required approvals: Name/Title Date Approve/Reject References Project Management Institute. (2004). A guide to the project management book of knowledge (3rd ed.). Newtown Square, PA: Author. Page 7 of 8 Schwalbe, K. (2007). Information technology project management (5th ed.). Boston: Thomson. Page 8 of 8 Project Charter Project Title: New Employee Orientation Project Start Date: 10/09/2007 Projected Finish Date: 01/22/2008 Budget Information: $25,000.00 Project Manager: Jeremy Lee JLee@nearlyfree.com ext 8000 Project Objectives To build an employee orientation learning module for the Human Resource department. It will be accessed through the company Intranet. This module will include at least one quiz and a signoff to document that new employees have completed their orientation and understood the training information. Approach The following is a list of milestones which represent success on this project Kickoff meeting. Requirements and Project Planning. Design and Development. Testing. User Testing. Stakeholder testing and presentation. Design changes based upon testing information. Final Integration Testing. Roll out. Project Close. Roles and Responsibilities Role Name Organization / Position Contact Information Project sponsor Jennifer Beal Project Sponsor E-mail: jbeal@nearlyfree.com Phone: X8999 Project manager Jeremy Lee Project Manager E-mail: jlee@nearlyfree.com Phone: X8000 Team resource Alice Yee Software Specialist E-mail: ayee@nearlyfree.com Phone: X8888 Page 1 of 2 Team resource Tom Johansen Webmaster E-mail: tjoh@nearlyfree.com Phone: X8777 Team resource John Sachs QA Administrator E-mail: jsac@nearlyfree.com Phone: X8666 Cheryl Gladstone HR Manager E-mail: cgla@nearlyfree.com Phone: X8555 Sign-off: The stakeholders initialed their names in table above. Comments: None. Page 2 of 2 ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 Task_Name Fixed Cost Total Cost Baseline Cost Cost Variance NearlyFree Employee Orientatio $0.00 $30,380.00 $22,300.00 $8,080.00 Initiating $0.00 $0.00 $0.00 $0.00 Develop project charter $0.00 $0.00 $0.00 $0.00 Review charter $0.00 $0.00 $0.00 $0.00 Charter signed $0.00 $0.00 $0.00 $0.00 Planning $0.00 $8,160.00 $2,160.00 $6,000.00 Develop project plan $0.00 $3,840.00 $720.00 $3,120.00 Review project plan $0.00 $240.00 $240.00 $0.00 Project plan approved $0.00 $0.00 $0.00 $0.00 Kickoff Meeting $0.00 $0.00 $120.00 ($120.00) Executing $0.00 $21,980.00 $19,900.00 $2,080.00 Interface Requirement $0.00 $600.00 $600.00 $0.00 Software Requirement $0.00 $960.00 $480.00 $480.00 User Documentation $0.00 $480.00 $480.00 $0.00 Training Materials $0.00 $2,400.00 $800.00 $1,600.00 Product Requirements Review $0.00 $640.00 $640.00 $0.00 Construction $0.00 $11,280.00 $11,280.00 $0.00 Develop Software Application $0.00 $10,000.00 $10,000.00 $0.00 Analyze Interface Needs $0.00 $400.00 $400.00 $0.00 Analyze Software Needs $0.00 $480.00 $480.00 $0.00 Write Interface Specs $0.00 $2,000.00 $2,000.00 $0.00 Write Software Specs $0.00 $2,400.00 $2,400.00 $0.00 Code Software Application $0.00 $2,400.00 $2,400.00 $0.00 Develop Interface $0.00 $1,000.00 $1,000.00 $0.00 Test Interface $0.00 $400.00 $400.00 $0.00 Test Software Application $0.00 $480.00 $480.00 $0.00 Application Development Revi $0.00 $440.00 $440.00 $0.00 Develop User Documentation $0.00 $480.00 $480.00 $0.00 Develop Training Materials $0.00 $800.00 $800.00 $0.00 Integration and Testing $0.00 $1,640.00 $1,640.00 $0.00 Put Application on Intranet $0.00 $600.00 $600.00 $0.00 Quality Assurance Test $0.00 $600.00 $600.00 $0.00 Integration and Testing Review $0.00 $440.00 $440.00 $0.00 Training $0.00 $3,980.00 $3,980.00 $0.00 Software Training for HR $0.00 $3,240.00 $3,240.00 $0.00 Training Review Meeting $0.00 $740.00 $740.00 $0.00 Controlling $0.00 $0.00 $0.00 $0.00 Status Report $0.00 $0.00 $0.00 $0.00 Status Report 1 $0.00 $0.00 $0.00 $0.00 Status Report 2 $0.00 $0.00 $0.00 $0.00 Status Report 3 $0.00 $0.00 $0.00 $0.00 Status Report 4 $0.00 $0.00 $0.00 $0.00 Status Report 5 $0.00 $0.00 $0.00 $0.00 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 Status Report 6 Status Report 7 Status Report 8 Status Report 9 Status Report 10 Status Report 11 Status Report 12 Status Report 13 Status Report 14 Status Report 15 Status Report 16 Status Report 17 Status Report 18 Change reports Project Close Post Mortem Lessons Learned $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $240.00 $120.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $240.00 $120.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Actual Cost Remaining Cost $20,453.95 $9,926.05 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $8,160.00 $0.00 $3,840.00 $0.00 $240.00 $0.00 $0.00 $0.00 $0.00 $0.00 $12,293.95 $9,686.05 $600.00 $0.00 $960.00 $0.00 $480.00 $0.00 $2,400.00 $0.00 $640.00 $0.00 $7,213.95 $4,066.05 $7,149.95 $2,850.05 $400.00 $0.00 $480.00 $0.00 $2,000.00 $0.00 $2,400.00 $0.00 $1,547.95 $852.05 $300.00 $700.00 $0.00 $400.00 $0.00 $480.00 $22.00 $418.00 $24.00 $456.00 $40.00 $760.00 $0.00 $1,640.00 $0.00 $600.00 $0.00 $600.00 $0.00 $440.00 $0.00 $3,980.00 $0.00 $3,240.00 $0.00 $740.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $240.00 $120.00 $0.00 Quality Statement To: Jennifer Beal, Alice Yee, Cheryl Gladstone, John Sachs, and Tom Johansen From: Jeremy Lee Re: NearlyFree.com NEO Project Quality Statement PMO Quality Management Discipline and Policies The PMO upholds the IT Service Oriented Architecture and Enterprise which is the basic framework and structure for all IT-related activities and projects. The philosophy is service, centered on customer satisfaction and quality. NEO Project will implement and abide by the PMO Quality Policies. Quality Policies will be implemented from the planning phase and throughout the different project phases to project close. Ensuring Process Quality Attention will be given to detailed documentation of the development process. Program code test and review meetings will be scheduled regularly to make the processes flow run smoothly and eliminate any misunderstandings from the team. Exit phase meetings will be scheduled for documentations and lessons learned for future use. Internal audits will be performed regularly. These are done not only for IT processes, but also for Finance and Human Resources as well. Quality Control Testing Techniques Expert Review Inspections Audits Testing Cycles Unit testing Integration testing System testing User acceptance testing Conclusion Page 1 of 2 NEO Project will comply with the PMO quality policies and guidelines. The Project Manager will make sure all the project team and all resources are in compliance with these strict policies and guidelines. Jeremy Lee Signed by PM Page 2 of 2 Project Scope Statement Version History 1.01.0 10/25/2007 Project Name: Project NEO Prepared by: Jeremy Lee Date (MM/DD/YYYY): 10/25/2007 approved Project Scope Executive Summary The Scope of this project is to design an employee orientation module as requested by the Human Resource department to be used for new employee orientation. The information needs to be accessed through the company Intranet where new employees would review all company policies, take a quiz, and sign off on the new employee orientation process. The scope also includes successful testing and acceptance by the Human Resource department. Business Objectives 2.1 Product Description (Solution) A NearlyFree.com New Employee Orientation Module for the Human Resource department will be designed that can be accessed using the company Intranet for new employee orientations. During the orientation process, new employees will review the presentation presented by Human Resources followed by a quiz and sign off the orientation process. 2.2 Business Objectives The Human Resource department would like to automate the new employee orientation process by providing electronic documentation for orientation presentations, and maintain this database to track and document successfully completed orientations. Project Description Project Scope 3.1 Project Scope Includes (list Deliverables): Design a web based Human Resource module for new employee orientations. Integrate HR module with the company Intranet. Page 1 of 5 Migrate existing hard copy presentations into electronic format. Create quiz to assess new employees on their understanding of HR processes. Create electronic sign-off for a successfully completed orientation. Create online help to assist new employees during the orientation process. Provide documentation to the Human Resource department to help with future changes to the orientation material. Does Not Include The scope of this project does not include anything that is not maintaining the website 3.2 External Dependencies All project requirements including the hard copy documents of the orientation material to be promptly provided by Cheryl Gladstone. 3.3 Assumptions All necessary hardware and software is already in place. The NearlyFree.com Employee Orientation module will be created and integrated into the Human Resource section of the Intranet. 3.4 Constraints No new requirements to be added by the sponsors without affecting the project timeline and budget. Project Milestone Milestone Project Start Project Charter Work Breakdown Structure Project Scope Statement Project Schedule Responsibility Assignment Matrix Project Schedule Resources Project Cost Estimate Project Quality Statement Stakeholder Analysis Communication Plan Risk Matrix Final Project Plan Software Orientation Learning Module Complete Final Integration Testing Complete Target Date 10/09/2007 10/09/2007 10/19/2007 10/26/2007 11/01/2007 11/06/2007 11/09/2007 11/16/2007 11/23/2007 11/28/2007 11/30/2007 12/07/2007 12/13/2007 1/18/2008 1/17/2008 Page 2 of 5 Documentation provided to Human Resource department Training Human Resource on new module complete Project Complete Post Mortem Lessons Learned 1/21/2008 1/21/2008 1/21/2008 1/22/2008 Project Approach Standard 5.1 Primary Plans The nearlyfree.com project will have the following formal written plans: Project schedule. A firm schedule of events will be provided when all the requirements have been satisfactorily met. Cost Estimate. Cost estimates will also be provided when all requirements are met. Responsibility Assignment Matrix. Quality Statement. A list of quality objectives is provided in the Quality Statement. Communication Plan. A spreadsheet of the communication plan is provided in the Communication Management Section. Risk Analysis. A probability of risk associated with the project will be provided. Change Management. The change control procedures are included in the project plan. Project-Specific Briefly describe how each of the following will be handled. Provide links to relevant documents as appropriate. Modify example text provided or enter your own. 5.2 Change Management The change control procedures as documented in the Change Management Plan will be consistent with the Project Management Methodology and consist of the following processes: A Change Request Log will be established by the Project Manager to track all changes associated with the project effort. All Change Requests submitted via Change Request Form will be assessed to determine possible alternatives and costs. Change Requests will be reviewed and approved by the project owner. The effects of approved Change Requests on the scope and schedule of the project will be reflected in updates to the Project Plan. The Change Request Log will be updated to reflect current status of Change Requests. 5.3 Communication Management The following strategies have been established to promote effective communication within and about this project. Specific Communication policies will be documented in the Communication Plan. Page 3 of 5 The Project Manager will present project status to the project Sponsors on a weekly basis; however, ad hoc meetings will be established at the Project Manager's discretion as issues or change control items arise. The Project Manager will provide a written status report to the project Sponsors on a monthly basis and distribute the Project Team meeting minutes. The project Sponsors will be notified via e-mail of all urgent issues. Issue notification will include time constraints, and impacts, which will identify the urgency of the request for service. The Project Team will have weekly update and status meetings to review completed tasks and determine current work priorities. Minutes will be produced from all meetings. All electronic Project Documents will be maintained in central storage accessible by all project stakeholders. 5.4 Resource Management The project team will produce a Resource Management Plan that will document the following: Lists all major goods and services required in the project along with cost estimates and quality information. Indicates which goods and services will be obtained from sources outside the Organization. Indicates who is assigned to the project and when. Authorizations The Scope Statement is approved by the: Project Sponsor Jennifer Beal Project Manager Jeremy Lee Project performance baseline changes will be approved by the: Project Sponsor Jennifer Beal Project Manager Jeremy Lee Project deliverables will be approved or accepted by the: Project Sponsor Jennifer Beal Key Stakeholders Cheryl Gladstone Specific task responsibilities of project resources will be defined in the Responsibility Assignment Matrix. Project Scope Statement Approval / Signatures Project Name: NEO Project Project Manager: Jeremy Lee The purpose of this document is to provide a vehicle for documenting the initial planning efforts for the project. It is used to reach a satisfactory level of mutual agreement between the Project Page 4 of 5 Manager and the Project Sponsors and Owners with respect to the objectives and scope of the project before significant resources are committed and expenses incurred. I have reviewed the information contained in this Project Scope Statement and agree: Name Role Signature Date Jeremy Lee Project Manager e-sig 11/01/2007 Jennifer Beal Project Sponsor e-sig 11/01/2007 Cheryl Gladstone HR Manager e-sig 11/01/2007 The signatures above indicate an understanding of the purpose and content of this document by those signing it. By signing this document, they agree to this as the formal Project Scope Statement document. Page 5 of 5 \f