OREGON DEPARTMENT OF EDUCATION

Pre Kindergarten through Grade 16 Integrated Data System

(KIDS) Phase III

Quality Management Plan

Prepared by

RK Technical Associates, LLC

May 30, 2008

Table of Contents

DOCUMENT REVISION HISTORY AND INTENDED AUDIENCE.....................................................................2

EXECUTIVE SUMMARY............................................................................................................................................2

QA INTRODUCTION AND PURPOSE.............................................................................................................................2QA AND QC SCOPE: INITIAL, ONGOING AND CLOSURE.............................................................................................2QA METHODOLOGY....................................................................................................................................................2QUALITY PLAN PROCESSES........................................................................................................................................2

Quality Planning....................................................................................................................................................2Quality Assurance..................................................................................................................................................2Project Deliverables and Processes Acceptance Criteria.....................................................................................2Quality Control......................................................................................................................................................2Project Flex Priority Assessment...........................................................................................................................2

ROLES AND RESPONSIBILITIES...........................................................................................................................2

GOVERNANCE STRUCTURE.........................................................................................................................................2

QA WORK TO BE PERFORMED.............................................................................................................................2

TOOLS AND CHECKLISTS UTILIZED.............................................................................................................................2Project Documentation Checklist..........................................................................................................................2Initial Risk Assessment/Lessons Learned: PMBOK Knowledge Areas and KIDS Phase III Alignment...............2

ADDITIONAL QA REPORTS.........................................................................................................................................2Initial Risk Assessment and Updates.....................................................................................................................2QA Monthly Report................................................................................................................................................2QA Baseline Project Plan and Updates.................................................................................................................2QC Deliverable Reports.........................................................................................................................................2Quarterly/JLCIMT Reports....................................................................................................................................2Deliverables Validation/Invoicing.........................................................................................................................2

ATTACHMENT A: SPONSOR/PM/BUSINESS EXPERT ROLES AND RESPONSIBILITIES.....................2

Attachment B: EISPD Templates for Quarterly Reports.......................................................................................2

Document Revision History and Intended Audience

Document Revision History:

Version Date Author Change Description1.0 May 21,

2008Nell Klumph Initial Draft

2.0 May 27, 2008

Dennis Boston Provided edits and updates

3.0 May 28, 2008

Nell Klumph Finished edits, submitted to ODE for approval.

4.0_final May 30, 2008

Nell Klumph Document approved by ODE Project Team

Intended Audience:

This section provides a summary of the potential areas of interest for the various audiences within the KIDS III Project.

Role Areas to ReviewExecutive Level QA Introduction/Purpose and QA ScopeIT Management QA Introduction/Purpose and QA ScopeBusiness Management QA Introduction/Purpose and QA ScopeODE Project Managers Entire DocumentODE Project Team NA (Optional)IT Developers N/ABusiness Users N/A

Executive SummaryKIDS Phase III is an expansion of the successful KIDS Phase II project, which was a pilot project for a PK-12 Integrated Data Warehouse system involving four major school districts Operational Data Stores. KIDS Phase III is a major upgrade, involving two more ODS regions, expanding the implementation to be a state-wide Integrated Data Warehouse system for 200 school districts and over 500,000 students (the vast majority of the remainder of the State).

The overall mission is to provide ODE and Stakeholders, (ESDs, districts and schools), with a single, accurate, and authoritative data structure that streamlines data acquisition and reporting within the enterprise of education in the State, while enhancing students’ transcript exchange across schools and districts, promoting operational efficiency, and satisfying key NCLB & AYP reporting requirements.

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This statewide expansion will enable a timely and accurate exchange of comparable information between school districts by means of an exchange application known as Oregon Students Transcript Exchange (OSTX), and between districts and Oregon Department of Education (ODE). This includes data and business rules standardization across all districts, and a statewide metadata repository (Data Dictionary). The KIDS III project will result in a reduction of redundant data systems and processes when fully implemented, while enabling an integrated and consistent data (and business rules for the data) which is consistent throughout the State.

QA Introduction and Purpose

The KIDS III Project has identified the need to include an independent third party in its quality management activities, specifically to perform formal QA and CC oversight services. Our role as QA/QC oversight is to provide timely, independent, expert monitoring and reporting to the KIDS III Project as well as advice to the ODE Project Manager, ODE Project Team, sponsors and stakeholders.

This approach includes the continuous review of: (1) the execution of project management processes which follow Agency standards and that are effective, leading to on-time, on-budget, within-scope delivery; (2) the execution of quality assurance/control processes applied to the work products that are produced to ensure these products meet the business objectives; (3) the assessment and prioritization of risks which may diminish the success of the project; (4) the planning and execution of appropriate mitigation strategies to address the risks, and (5) the effectiveness of communications among all project stakeholders.

To summarize our approach, we will provide the following QA services:

1. Monitoring the KIDS Phase III agency application of the project management methodology

2. Assessing the key process areas, the degree of process compliance to ODE standards and KIDS III Project requirements, and the quality of the resulting end product

3. Monitoring and assessing the relationship between ODE management and stakeholders, the KIDS III Project Team, the DW Contractor and the other outsourced contractors

4. Monitoring and providing migration strategies of project risks that could affect the project’s scope, budget, timely completion and project quality

5. Assessing the completeness and appropriateness of the project and product deliverables

6. Monitoring the project's performance according to the project plan and schedule7. Monitoring the quality of the work performed8. Reviewing project activities and suggesting process improvements

Our specific focus in the KIDS III project will be on a different set of the “three Rs”, and these are summarized as:

Risk. (risk identification, prioritization and mitigation strategies) ROI. (identifying the most appropriate areas for project work focus and the return on

investment for the work to be addressed) Reward. (identifying continuous improvement strategies and optimizing resources to

provide the best value for the project)

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QA and QC Scope: Initial, Ongoing and Closure

As mentioned in the introduction, we will monitor the KIDS III Project processes and work products and will assess the ODE Project Team and DW Contractor’s performance to business objectives and requirements. We will work with the Project Manager and Project Team to provide mentoring, advice and recommendations on how best to proceed with the project. We will make recommendations, based on a review of risks and mitigation strategies, as to how to optimize valuable project resources. This QA approach will support the achievement of the agency’s business objectives and will help the ODE Project Manager and ODE Project Team to keep the project within budget, schedule, and scope. Our work involves an initial assessment, ongoing support and project closure activities.

We will conduct the following initial project reviews and assessments:

1. Initial Documentation Review: Review existing project documentation, including business, technical and project documents. These include but are not limited to:

(QA) IRRs, (Information Referral Requests) project charters, plans, schedules (Gantts) governance documents

(QA) Additional project management documentation and processes such as issues logs, bug tracking, budget/burn rate documents, contractor and project change management processes

(QA) Outsourced vendor RFPs Contracts (and amendments) if any

QA and QC) Business case and justifications for starting the project

(QA and QC) Business, functional and system requirements

(QC and QA) Technical documentation from previous phases which include but are not limited to: data dictionary, data models, schema versions, migration strategies ETL and data staging processes, business processes for choosing (prioritizing) candidate data, system flow diagrams, metadata catalogue, user access and security roles, end-user processes and reports

(QC and QA) Review the DW Contractors Project Plan and delivery schedule for Phase III and any new technical documentation for Phase III.

The results of our document reviews, and any recommendations will be outlined in the Initial Risk Assessment report.

2. Initial Interviews: Interviews will involve discussions with the ODE Project Team, ODE managers/sponsors and the DW Contractor, if available. Lastly, we will conduct interviews with the agency customers and the ESDs/regions who operate their various ODSs as described in the KIDS III Solicitation, and the business staff who will be using the data to meet their business needs.

3. Initial Risk Assessment and Project Status Report: We will develop the KIDS Phase III Risk Assessment report, based on the above interviews and reviews of project and technical documentation. In the document, we will review areas of project strengths and weakness, identify gaps, risks, and risk mitigation strategies. We will also be reporting progress to the identified risk initial areas in the monthly and quarterly reports. This initial report will be created using reviews of QA and PMBOK project best practices and the KIDS Phase III degree of alignment to these best practices.

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4. Provide Additional Initial QA Assessment Documents. These are described in the RFP, and include the Quality Standards document, Baseline QA Project Plan and the Quality Management Plan.

The following areas are the scope of ongoing QA assistance:

5. QA Project Team Assistance/Mentoring: We will be an integral part of the ODE Project Team, and will be attending weekly meetings with the ODE PM and Project Team, providing guidance and recommendations on how to address various project issues as they arise. Our QA mentoring is based on over 16 years experience as a PM for various State of Oregon projects, which includes an in-depth understanding of various State of Oregon processes, agencies and people. In addition, we will use our experience and understanding of project best practices and processes to assist ODE in maintaining forward momentum on the project. Progress, issues and risk assessments based on these reviews will be identified in the monthly and quarterly QA reports.

6. QC Review of DW Contractor’s Development/Deployment Project Plan. (QC Deliverable 1.2). When the DW Contractor is selected and is on site, we will review their Development/Deployment Project Plan and develop (as part of Deliverable 1.2), the Quality Checklist to monitor the DW Contractor Deliverables. The review will address the degree of DW Contractor compliance to the agency business case, agency requirements and whether the DW Contractor has incorporated best practices for data warehouse program management. Each Deliverable reviewed by QC will also cite areas that were properly addressed, areas that need more work and generic risk/mitigation recommendations.

7. QA/QC Review of DW Contractors Work Product. We will review the various DW Contractor Work products (Deliverables and Milestones as part of QA Deliverables section 2), and will also review and document the testing and acceptance criteria for ODE acceptance of the DW Contractor Deliverables/Milestones. We will also review these DW Deliverables to ensure they address identified critical success factors and whether they are in alignment with business, system and technical requirements.

8. QA Project Team Monitoring: We will review generally accepted PMBOK project processes and will compare the ODE Project Team Work performed to determine the degree of ODE compliance with these generally accepted practices. In addition, we will review ODE Work performed to determine if the Work is aligned to KIDS III project objectives. We will also review the identified project critical success factors and monitor project progress on these factors. Lastly we will provide guidance to the ODE PM and Project Team and will report areas that were properly addressed or need more work in the monthly and quarterly reports.

9. QA Monthly/Quarterly Reports: We will prepare and disseminate approved monthly and quarterly reports to identified ODE staff and related stakeholders. Quarterly reports (to be prepared as outlined by DAS EISPD in the RFP, will be submitted to ODE for their review and approval and will then be submitted to EISPD. We will also prepare JLCIMT reports as requested by EISPD.

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10. QA Communication Issues/Relationship Monitoring: Communication is 80% of a PM’s job and it is critical that the relationships between the ODE Project Team, outsourced contractors, ODE Sponsors/stakeholders/business, and end-users are working together to achieve their mutual goals. When project constraints arise, poor communications/relationships can be one of the major factors in project failures. We will continue to monitor the relationship between the above entities to ensure the project is moving forward and will report areas of concern in the monthly and quarterly reports.

11. QA Risk Review and Monitoring: We will monitor the project risks identified in the Initial Risk Assessment, and continue to identify, assess and track project risks, and, where appropriate, recommend risk-mitigating solutions. The goal is to facilitate a successful project completion and to migrate the successful project into a successful program.

QA closure activities include:

12. Project Acceptance and Closure Report: Prior to starting this QA Deliverable (2.2b), three events need to occur:

The DW Contractor Deliverables will have been reviewed and accepted by QC

The QC reports have been reviewed and accepted by the ODE Project Team

The System Support & Maintenance Agreement (QA Deliverable 2.2a) has been completed by QA and accepted by ODE

Once these have been completed, we will prepare a standardized project acceptance and closure report for ODE review and acceptance. When accepted by ODE, these will need to be signed by the ODE Sponsor, Business Mgr, PM and DW Contractor.

13. .Lessons Learned Report. (QA Deliverable 1.6). Approximately three months prior to the end of the project, this report will start. We will conduct re-interviews of the individuals who were interviewed at the start of the project. We will list the risks and mitigations, compliance to generally accepted PMBOK process (as outlined in the initial Risk Assessment) The report draft will be reviewed by the ODE Project Team, and when approved will be sent to the identified ODE audience.

QA Methodology

RK Technical Associates QA approach is based on industry ‘best practices’ of project management and quality assurance. Managing project quality requires an approved quality plan encompassing three major quality processes defined below. This includes all activities of quality management that determine the quality policy, objectives, and responsibilities and implements them by means of quality planning, quality control and improvements, and quality assurance.

For the purposes of this document, “quality standards” means both “process and product quality standards”. Process quality standards cover management support, decision drivers, project management, schedule and resources. Product quality standards cover product content, development, deployment, environment, technology and maintainability.

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This quality management approach adheres to and includes work activities in support of the following quality management processes:

Quality Plan Processes

Quality Planning Quality planning includes the identification and monitoring of established quality standards relevant to the project and determining how to satisfy them.

Quality Planning involves review of organizational policy, the complexity and uniqueness of the project, an assessment as to the strengths and gaps within the project, the governance structure, and the ODE Project Team and outsourced Contractors, and the business. .

The product is this Quality Management Plan, to identify the standards as they relate to the project schedule, resources and internal procedures, and addresses how these standards will be implemented, inspected, controlled and reported.

Quality Assurance Quality assurance activities focus on the processes being used to manage and deliver the solution to evaluate overall project performance on a regular basis. Quality assurance is a method to ensure the project will satisfy the quality standards and will define and record quality reviews, test performance, and customer acceptance.

Project Deliverables and Processes Acceptance Criteria Project team members and key stakeholders agree at the project planning stage on formal project processes and major Deliverable acceptance criteria that will be used to evaluate final deliverable results before the results are formally approved. These are to be included in all outsourced Contracts.

Quality Control Quality control activities are performed continually to verify that project management and the DW Contractor project Deliverables are of high quality meet quality standards and meet contractual thresholds for Deliverable acceptance. This includes review of completed Deliverables to determine if they comply the project critical success factors, and meet business, functional or technical requirements. Quality control also helps uncover causes of unsatisfactory results and establish lessons learned to avoid similar issues in this and other projects. Quality control includes identifying quality improvements that can be made and recommending and tracking changes that will realize those improvements

Project Flex Priority Assessment

It is critical the ODE Sponsors, Stakeholders and Project Team review the assets and constraints of the project at the beginning of Phase III, and determine the areas of least to greatest flex. This also needs to be part of the ODE PM Project Management Plan. As per the

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initial discussion with the technical and regional PMs, the four areas are listed in order of least flex to most flex.

1. SCOPE: The area of least flex (for the first half of the project) is the scope. At a minimum, KIDS III needs to incorporate the data from the remaining school districts into one of the six regional warehouses, and then migrate designated data elements into the central data warehouse. Additional functionality can be added as long as the project cost and schedule were not exceeded.

2. QUALITY: The project needs to meet the high quality standards for deployment and acceptance by ODE Sponsors, Stakeholders and Business Users.

3. SCHEDULE: The current project schedule indicates an October 20, 2009 deployment but could flex within that time range. However, a major time constraint is the KIDS III Project needs to deploy sufficient improvements (by no later than January 2009), to justify obtaining POP funding for Phase IV. The ODE Project Team will need to work with the regions (the six ODSs), additional stakeholders and the DW contractor, (when selected) to determine what components can be addressed by December 31st, 2008.

4. COST: The project cannot exceed the amount in the budget. However, there appears to be adequate funding, which may be needed to augment staff to meet the scope and schedule constraints.

Note: After January 2009, the project flex priority may change. These priorities will be reviewed and updated in the quarterly report.

Roles and ResponsibilitiesAttachment A to this document is an extract from the Standish Group which discusses roles and responsibilities of the Sponsor, Project Manager and Business Expert. This short paper provides an excellent discussion as to project roles and their interrelationships. It is recommended the ODE Sponsor/Executive Team, the PMs and Business Expert each review this document and meet to confirm roles and responsibilities. The following is the consensus of the ODE Project Team’s understanding of the roles and responsibilities for the KIDS III Project.

KIDS III Sponsor and Executive Team

Sponsor: Doug Kosty, Assistant Superintendent,-Office of Assessment and Information Services. Doug will represent the project to ODE, stakeholders, external agencies and the legislature.

Executive Team (Business and Technology): Baron Rodriguez, Technology and Information Systems Director. Baron will provide the majority of the executive direction, reporting to Doug, and will ensure the project and resources are integrated within the IT structure of ODE.

Mojo Nwokoma, Enterprise Technologies Director. Mojo will provide the technical direction for the project, based on his experience of deploying numerous data warehouse projects. He is the day to day operations manager for the project, and is the point person for daily operations and technical decision making.

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Both Baron and Mojo have close ties to the business community, along with members of the ODE Project Team and the Data Quality Work Group (see governance), and will work with the business and governance groups to ensure the focus of the project meets designated business needs.

The Sponsor and Executive Team are responsible for making the major decisions regarding the project, providing adequate resources, removing roadblocks to progress and ensuring the project direction is in the best interest of ODE and their district stakeholders.

Meeting Schedules: Doug, Baron and Mojo meet twice weekly to address issues and review progress updates.

Combined Governance Groups:

Governance Structure (Excerpt from KIDS III and DATA Project Governance Document)

The Data Quality Work Group (DQWG) will provide overall governance of the DATA/KIDS III Projects. The DQWG will be made up of (but not limited to) personnel from:

Oregon Department of Education (ODE) Educational Enterprise Steering Committee (EESC) Education Service Districts (ESD) K-12 Higher Education (Community Colleges and Oregon University System)

The DQWG will be segmented into two groups, Instructional and Technology, to specifically address/assess progress from a Professional Development and Technology perspective. These two groups will each have an Advisory Committee and a Task Force. It is intended that the Task Forces will provide hands-on development of requirements and/or deliverables and will be intimately involved in the implementation of designed plans and process improvement measures of the DATA and KIDS III Projects. The following committee/task force definitions are guidelines only. Any member of the DQWG can sit on either committee or task force. If they choose to be on the Task Force, however, they will be expected to be fully engaged in the process as described above

Instructional Advisory Committee – this committee will be comprised of representatives from the K-12 and Higher Education community.

Instructional Task Force – this committee will be comprised of ESD, EESC and ODE representatives.

Technology Advisory Committee – this committee will be comprised of representatives from the K-12 and Higher Education community.

Technology Task Force – this committee will be comprised of ESD, EESC and ODE representatives.

Data Quality Work Group (DQWG)

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Roles and ResponsibilitiesThe Data Quality Work Group (DQWG) collectively will:

Recommend high-level decisions on the Oregon’s DATA Grant and KIDS III Projects.

Provide guidance to assist the progress of these two projects from an enterprise point of view.

Provide management level review of project status, major milestones and deliverables and scope changes.

Provide ongoing evaluation of the projects alignment with IES Statewide Longitudinal Data Systems (SLDS) Grant Program RFA Requirements.

Provide ongoing evaluation of the projects’ alignment with ODE’s Grant Initiatives

Utilize established procedures to provide ongoing evaluation of the developed systems to ensure systems meet the needs of its key stakeholders and assess the role of the system in improving student learning and closing the achievement gaps.

Review and recommend changes to communications strategies of DATA and KIDS projects.

Develop Policy recommendations for Oregon Administrative Rule adoption by State Board of Education.

Advisory Committees

InstructionalThe Instructional Advisory Committee will:

Provide input to the Instructional Task Force on training design, evaluation and future/on-going training requirements and analysis.

Review DATA and KIDS III Project plans and documentation.

TechnologyThe Technology Advisory Committee will:

Provide input on data requirements, system functionality and future/on-going system requirements, evaluation and analysis.

Assist with prioritization/assignment of technology tasks and identify specific entity (state, regional/ESD, local) responsible for task.

Review DATA and KIDS III Project plans and documentation.

Task Force CommitteesInstructional

The Instructional Task Force will: Review findings from the Facilitated Focus Group Sessions report. Map out needed training as identified in the report. Design training based on the needs of various stakeholders (Data

Clerks, Teachers, and Administrators). Evaluate the training provided. Recommend future/on-going training. Assist in the development of System Security and Use policies Work with the Technology Task Force in identification of data

requirements.Technology

The Technology Task Force will: Review findings from the Facilitated Focus Group Sessions report.

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Evaluate gaps in current data structure and findings from the Focus Group Session’s report.

Identify project data requirements. Design data/system to meet established requirements. Evaluate project data/system design according to established

requirements. Review project work packages, schedules and plans Assist in the development of System Security and Use policies Assist in the development of Sustainability Plans. Work with the Instructional Task Force in designing training.

Meeting Schedules: The full DQWG meets quarterly, and the two task forces meet monthly.

Project Management:

Given the need to work closely with the regions, and ensure the business communications are consistent, ODE has hired two project managers, one to focus on the regions and business, and one to address global project management tasks and issues.

Business: Joel Robe, Regional Project Manager, has worked in various capacities in Education for 23 years. His background is in education and IT, and he works closely with the regions and ODE to ensure the prioritized project needs are met.

Technical: Dennis Boston, Technical Project Manager, has worked in various IT capacities for 15 years. His focus is on the global project management of the project, ensuring the required documentation is developed, that project best practices are addressed, to work with the team to move the project forward and to ensure that communications are timely and accurate.

ODE Project Team: These are the team members that that will be responsible for providing the majority of the internal work on The KIDS Phase III Project. They include Baron Rodriguez, Mojo Nwokoma, Joel Robe, Dennis Boston, Gary Dixon, Chris Edison, Yolanda Garcia, Larry Hartsel, and Mary Patzer, The team will meet on a bi-weekly basis to review assigned tasks, assign new tasks, review progress on task completion, and review the overall progress of KIDS Phase III. The Project Team will also review resource assignments to specific tasks, to ensure both their availability and their appropriate skill level to accomplish the task, and make modifications as needed. The Project Team will work with the QA (Nell Klumph) to collaborate in identifying process improvement opportunities and identifying quality success factors and risks. For each risk formally identified, Ms Klumph will recommend a mitigating solution in the Monthly Reports.

Quality Assurance: Nell Klumph of RK Technical Associates is the Key Person assigned as QA oversight for the KIDS III Project. She will work closely with the ODE PMs and designated ODE staff, to implement and refine this Quality Management Plan. She will conduct the reviews described in this document, and provide monthly and quarterly reports to the designated distribution groups. She will work cooperatively with the Project Team when monitoring and assessing project activities, deliverables, and results.

Quality Control: Cayman Thomas/TBD will conduct the QC activities as described in the QA RFP, and will provide reports and assessments to Nell Klumph, and will attend meetings and presentations as needed. Both will discuss issues, risks and strategies with the ODE Project

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Team and will create reports that will list risks, mitigation strategies and recommended outcomes.

DAS EISPD: DAS EISPD, as part of their statewide projects quality assurance project, will receive quarterly reports as required. They will have periodic meetings with QA, the ODE PMs and Director to receive project progress updates and to obtain additional information for their quarterly statewide reporting duties.

DW Contractor: Once selected, the DW Contractor will be responsible for performing the outsourced work necessary to build and enhance the KIDS III DW and ODSs. They will report to ODE and will build the system based on the requirements and Deliverables as outlined in their Contract.

Resources Needed by QA to Perform their Work:

We will need to work closely with the ODE Project Team to perform our review and monitoring tasks. This means we will need access to the designated staff, and to the business, project and technical documentation as described in our initial documentation reviews. In our role of QC, we will also need to have access to the DW application to conduct our technical reviews and analysis. This will require local and remote access to the test DW environment.

As part of our risk assessment, we will be assessing the number of resources and their ability to complete work tasks to meet project budget, scope and duration constraints. There also needs to be sufficient internal resources for review and testing of project Deliverables, and to address the multitude of tasks that will need to be accomplished. Our role is review and oversight, and providing guidance and direction. If there is insufficient staff to complete the work, we can recommend options which may include reducing scope, increasing time, or bringing in additional qualified staff.

QA Work to Be Performed

Tools and Checklists utilized

We have used several quality checklists in previous projects, and three are provided here. The first is a generic PM Quality Checklist, shown below. As PM for numerous State of Oregon projects, Ms Klumph has used this checklist in numerous projects to communicate to staff and stakeholders the project information contained in the various documents, and their location on the network.

Project Documentation Checklist

KIDS Phase III Project Documentation Checklist(X Those that Apply—Check ( ) When Completed)

Provide Network Path of Document)

PROJECT AGREEMENTS Project Charter Project Plan

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Deliverables Roles and Responsibilities Scope/Vision Stakeholders Objectives Critical Success Factors Constraints Benefits Assumptions Management Approval

PROJECT PLAN (GANTT) Resources Dependencies Deliverables Detail tasks Critical Path

Project Budget and Tracking

Communications Plan (If not in Project Plan)

Change Management Plan (including emergency changes)

Risk Management Plan

Issue Management Plan

Quality Assurance Plan

Test Strategy Test Plan

Unit testing (If internally developed) Functional testing Integration testing System testing Performance testing Acceptance testing

Test Scripts

Test Documentation (results)

PROJECT REQUIREMENTS

Implementation Plan Training Plan Business Continuation Plan (Contingency Planning) Knowledge Transfer Plan

Service Level Agreements Hardware Software Users

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Operational Documentation Process flow Operational procedure changes

Contractual Documentation Signed contract Acceptance and agreement Deliverables Schedule

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Initial Risk Assessment/Lessons Learned: PMBOK Knowledge Areas and KIDS Phase III Alignment

The checklist/table below will be listed in the Initial Risk Assessment and will be updated in the Lessons Learned document. In the Lessons Learned document, we will summarize the degree to which the KIDS Phase III Project met the eleven Project Management Knowledge areas as outlined in the Project Management Book of Knowledge (PMBOK). These are generally accepted standardized project performance measures used by Project Managers to meet performance criteria for their projects.

PMBOK Project Areas and KIDS Phase III Risk Assessment

Description

Very

Hig

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Prob

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Som

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Prob

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Not

App

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Scope Management Attainment of objectives. Clarity of project scope. Impact of scope change management.

Time Management Time and schedule estimation against actual results.

Cost Management Budget estimation against the final cost. Cost controls.

Quality Management

Quality planning, quality assurance and quality control.

Human Resource Management

Use of people. Team skills, project structure and organization.

Communication Management

Effective communication strategy, schedule, and tools.

Risk and Issue Management

Risk and issue identification, evaluation, and management.

Procurement Management

Procurement planning, request for bid, contract administration and contractor management.

Integration Management

Assessment of overall strategy and approach. Project management coordination across the project.

Requirements Management

Assessment of requirements development and management. Impact on scope and product quality.

Evaluation of Business Planning

Assessment of business planning. Coordination of business and technical efforts.

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The third checklist will be included in the QA monthly report, and will be developed/fine-tuned based on the results of Deliverable 1.1

KIDS Phase III QA Summary Tracking ChartProject Component Quality Focal Points Previous

MonthCurrent Month

Quality Planning Project Mgt Quality Efforts Excellent  Requirements Management Excellent

Communications ExcellentRisk Management Excellent

Procurement Management Excellent       

Quality Monitoring and Execution

Project Organization Excellent  Project Tracking and Oversight Excellent  Budget Planning and Tracking Stable  

Procurement Management Stable  Resource Management ALERT

Communications ALERT  Risk/Issue Management Stable  

IT Architecture Warning  Procurement Management Stable  

Configuration/Change Management Stable         

System Delivery, Testing and Acceptance

Definition Process Stable  Design Process NR  

Data Conversion/Migration Process NR  Construction Process NR  

Integration Management NRTechnical Testing Process NR  User Acceptance Process NR  Implementation Process NR  

Migration to Program Deployment Process NR       

Additional QA Reports

Initial Risk Assessment and Updates

This will be delivered within 40 days of Contract execution, as part of QA Deliverable 4.1. It is separate from the Quality Management Plan, and will contain generic project risks, risk assessment of risks specific to this project and their mitigation strategies. We will provide a template for ODE review and acceptance. We will gather project-specific risk information in our interviews and review of existing documentation. A sample Risk Assessment is in Attachment B.

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QA Monthly Report

We will provide a sample report as part of Deliverable 2.3a. Once the format is approved by ODE, these will be submitted for ODE review based on the schedule outlined in the SOW. A sample QA Monthly Report is in Attachment C.

QA Baseline Project Plan and Updates

The QA Baseline Project Plan will be developed in MS Project, and updated quarterly or more frequently as issues change. It will be created as described in detail in the RK Technical Associates Proposal. MS Project and PDF versions will be provided the ODE Project Team.

QC Deliverable Reports

QC Deliverable Reports will be created, after receipt and review of the DW Contractors Project Development/Deployment Plan. The QC report/checklists as described in QA Deliverable Section 2 will be developed as per Deliverable 1.2 of the RFP SOW.

Quarterly/JLCIMT Reports

The quarterly/JLCIMT reports will be prepared as required in the RFP, following the documentation instructions provided by EISPD, and using the EISPD templates.

Deliverables Validation/Invoicing

On the last business week of the month, we will prepare a deliverables approval document for all QA deliverables that were approved in the month. This will be reviewed and signed by the CIO and Nell Klumph of RK Technical Associates. Ms. Klumph will then submit these Deliverables electronically to nextSource for processing.

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Attachment A: Sponsor/PM/Business Expert Roles and Responsibilities(Please double-click on the icon below to deploy the PDF of Standish Reports Project Roles and Responsibilities.

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Attachment B: EISPD Templates for Quarterly Reports(Please double-click on “Appendix A” below to deploy the EISPD quarterly report templates).

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