Project Portfolio Management

Phases

01_Intake & Prioritization

This phase is required for any project that is not already approved, prioritized, or funded.

Phase	Form	How and When to Use
01_Intake & Prioritization	Project Request Form	(S, M, L) This form can be used in its entirety or in part to collect project information needed to assess a proposed project.

02_ Inception

This phase is required for any project that is not already approved, prioritized, or funded.

Phase	Form	How and When to Use
02_ Inception	Getting Started	(M, L) Every project manager should review this form and pay close attention to the sections that are relevant to their project.
02_ Inception	Project Prioritization Scoring Worksheet	(M, L) This form is only required for projects that must be vetted and/or prioritized.
02_ Inception	High-Level Technical Design Template	(M, L) This form is required for all projects to ensure that the appropriate infrastructure is in place to support the project. This form is also used to support funding requests for project-related infrastructure. For hosted systems, this form is used to identify internal infrastructure resources that are required to support integration points with the external service provider.
02_Inception	Budget Estimate	(S, M, L) This form is required for all projects to ensure preliminary budget estimates are conducted and to determine the source of funding for the project.

03_Project Charter

Required to accurately define the project.

Phase	Form	How and When to Use
03_Project Charter	Project Charter Template	(S, M, L) Required to clearly and concisely outline the project goals, scope, deliverables, as well as the proposed approach to completing the project and the high-level project timeline.

04_Project Kick-off

Required to set the tone for the project, establish leadership, outline project communication strategies, and help to garner buy-in from the project team and key stakeholders.

Phase	Form	How and When to Use
04_Project Kick-off	Kick-off Planning Template	(M, L) Required to ensure the effectiveness of the kick-off meeting.
04_Project Kick-off	Sample Project Timeline	(M, L) A high-level timeline should be developed and distributed at the kick-off meeting. The project manager may use this sample format or another format.

05_Requirements & Design

Required to capture the detailed project requirements and design the solution.

Phase	Form	How and When to Use
05_Requirements & Design	Business Requirements Analysis	(M, L) Required to capture the detailed project requirements.
05_Requirements & Design	Detailed Technical Design Template	(S, M, L) Required to capture the detailed design of the solution.
05_Requirements & Design	Reporting Requirements Template	To be used only if business requirements include reporting functionality.

06_Planning

Required to ensure all aspects of the project are understood before project execution begins.

Phase	Form	How and When to Use
06_Planning	Planning Process Guidelines	(M, L) Review of this document is required to ensure that the project manager accounts for all aspects of the project before execution begins.
06_Planning	Sample Project Plan Template	(S, M, L) A detailed project plan is required for every project. MS Project is the preferred tool. Basecamp or this Excel sample can also be used.
06_Planning	Security and Risk Plan	(M, L) Required to verify that all aspects of security and risk are addressed prior to project execution.
06_Planning	Master Test Plan	(S, M, L) Required to define how the solution will be tested (i.e., the scope of testing, resources needed, test strategy, environment, key milestones, etc.).
06_Planning	Change Control Plan	(M, L) Required to thoroughly define how the change will be managed during the project.
06_Planning	Transition Plan	(M, L) Required to define the activities and resources needed to successfully deliver the solution.
06_Planning	Support Services Plan	(M, L) Required to ensure that the correct procedures are in place to support the solution and to ensure roles and responsibilities are properly defined.
06_Planning	Marketing Communications Plan	(M, L) Required to ensure customers are aware of forthcoming technology changes in a timely and effective manner.
06_Planning	Budget Plan	(M, L) Required to ensure a final budget is assessed and sufficient funding is in place for the project.

07_Execution

Required.

Phase	Form	How and When to Use
07_Execution	Issue Management Template	(M, L) This template is used to document any project-related issues for which resolution requires approval (e.g., issues causing a change in cost, scope, or timeline).
07_Execution	Status Report Template	(M, L) To be used if status reports are required by customers, stakeholders, and/or SJDC management.

08_Testing

Required to ensure that solution meets requestor needs and does what it is designed to do.

Phase	Form	How and When to Use
08_Testing	Test Strategy	(M, L) Required to define the scope, resources, methods, and risks associated with testing.
08_Testing	Performance Test Strategy	(M, L) To be used by the Quality Assurance team when they are engaged for performance testing. Performance testing by the Quality Assurance team should be considered for all new web-based software system deployments and all major web-based software upgrades.
08_Testing	Test Issue Tracking Guidelines	(S, M, L) Review of this document is required to ensure that the project manager is aware of what issues to track during the testing phase.
08_Testing	Test Issues Tracking Template	(S, M, L) Tracking issues that arise during testing is required. The project team may use this Excel template, an existing database, or an existing ticketing system for this purpose. To ensure continuity and ease of issue management all project team members should use the same tracking system.

09_Training

Training is recommended for new or highly modified end-user systems that have complex user functionality.

Phase	Form	How and When to Use
09_Training	Training Preparation Checklist	(L) This checklist can be used to help project managers and others thoroughly prepare for training.
09_Training	Sample Training Evaluation	(L) Required when training is conducted.

10_Deployment

Required to successfully transition the solution into production.

Phase	Form	How and When to Use
10_Deployment	Deployment Sign-off Template	(M, L) Required to verify customer acceptance of solution delivery.
10_Deployment	SLA Template	(L) Recommended when there is an end-user customer and SJDC is the service owner.

11_Post-Implementation

Required to review the success of the project.

Phase	Form	How and When to Use
11_Post-Implementation	Evaluation and Lessons Learned	(M, L) The tool is required as an SJDC best practice to ensure that SJDC learns from its successes and challenges.

12_Change Control

Required to ensure the control of project scope from the beginning of the Execution phase through the end of the project.

Phase	Form	How and When to Use
12_Change Control	Change Request & Signoff Form	(M, L) Required to effectively and consistently manage change throughout the project.
12_Change Control	Sample Change Request Log	(M, L) This tool is to be used for the tracking and management of change requests throughout the project. The team may use this Excel template, an existing database, or an existing ticketing system for this purpose.

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Project Portfolio Management

Project Management Framework

Project Portfolio Management

Project Management Framework

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