PPMO Project Artifact Deliverables
The list of document deliverables used in planning and delivering a project can be tailored to fit the project.
One useful distinction to consider when planning is between a service or operational project and an OIT Portfolio Project.
A service or operational project might be owned, funded, staffed by a single unit or college, and might only impact that organization. The effort is typically managed by the service owner or a project manager selected from a functional group associated with the service. In this case, technology governance approval is not required. Services and operational projects are characterized by being relatively simple compared to enterprise level products. They may be routine, perhaps using a template style project plan or may be part of a process that delivers a service with prescribed steps to deliver.
An OIT Portfolio Project, on the other hand, affects multiple units/colleges and/or needs staff or funds from multiple units/colleges. OIT governance review and approval is required and the PPMO assigns a project manager. These projects are presented to PPMO governance for awareness of resource needs across units for the project effort and prioritization.
Different artifacts may also be required depending upon whether a project life cycle is planned as a waterfall type, or an agile type.
Project Artifact Use and Templates
The standard established by the OIT Project Framework and Methodology requires documentation for each OIT Portfolio Project to be created and retained as is appropriate for the type of project and for internal audit policies. These artifacts may also prove useful for delivering some services or operational projects.
Project Artifacts |
Description |
OIT Portfolio Project |
A Service or An Operational Project |
|
The purpose of the Deployment Management Plan document is to define a deployment strategy and plan for the software application/system. |
Recommended |
Recommended |
|
|
Captures what went well and what could have been improved project-wise. Each quarter, all completed project’s lessons learned are reviewed to determine any common themes and reported back to the leadership team. |
Required |
Recommended |
|
|
A sample of the PM presentation given at a PMR once the project is signed. The PM introduces the project at the PMR and should have either the sponsor or technical lead also attend the PMR to answer technical questions the PM cannot. |
Required |
Not Required |
|
|
The purpose of this document is to outline the process for project managers to provide weekly project status updates in ServiceNow. Each project in the PPMO portfolio is discussed in the bi-weekly project management review (PMR) meeting. |
Required |
Not Required |
|
|
The purpose of this support plan is to guide the support of the product or service delivered by the project. |
Recommended |
Recommended |
|
|
This table defines deliverable documents required for the project |
Recommended |
Recommended |
|
|
A budget template for project budget planning |
Required |
Recommended |
|
|
An agreement between the project sponsor and project team on what the project will entail (scope), costs and initial schedule |
Required |
Not Required |
|
|
Instructions on how to complete the change process when an alteration to a project’s scope, cost or schedule is needed. |
Required |
Not Required |
|
|
Confirmation from the project sponsor that all deliverables have been received & accepted. Once signed by project sponsor, the project is closed. |
Recommended |
Recommended |
|
|
Project Request Form (VPN required) |
Used by a “customer” to propose a project to be managed by the PPMO |
Required |
Not Required |
|
The purpose of a functional specification is to define the specific requirements to be implemented by the requested software solution |
Recommended |
Recommended |
|
|
An analysis of risks that may be encountered on the project, the likelihood of their occurrence, and the potential impact of a negative outcome. |
Required |
Recommended |
|
|
A spreadsheet to organize test cases, testers and results |
Recommended |
Recommended |
|
|
A document to plan the activities that will validate that the product of the project meets the needs of the user |
Recommended |
Recommended |