The following key is provided to help identify the required documents within the chart below:
Note: anything less than 100 person-hours is not a project, it is considered a task and does not require the formal framework process. IT will assist you in determining if the request is a project or a task.
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. |
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. |
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. |
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. |
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. |
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. |
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. |
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. |
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. |
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. |
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. |
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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