Attachment 1
1
1.
Introduction
1.1 Overview
Philadelphia Gas Works (PGW) has used Microsoft Project and Project Server to manage Information Services (IS) Projects since 2006. In 2014, PGW upgraded its Project Server environment to Project Server 2013, but did not implement the Demand Management and Portfolio Analysis capabilities. PGW would now like to implement these capabilities with the assistance of a Certified Microsoft Partner. This document explains how the outlined Demand Management and Project Prioritization objectives, vision, and requirements provide PGW with demand management and portfolio analysis using the existing on-premises Microsoft Project Server 2013 implementation.
1.2 Vision
PGW IS expects to use the Demand Management and Project Prioritization tools and methodologies to:
Provide a standard project format and methodology.
Provide procedures to standardize and efficiently manage project intake and approval.
Ensure projects are evaluated according to corporate goals, possible risks, cost factors and any other relevant business drivers.
Provide tools for selecting and analyzing projects according to cost and resource limits.
Create and implement a web-based project request form and automated workflow to create and track projects through PGW’s IS project lifecycle.
1.3 Scope
The scope of this project will include implementing the capabilities existing in Microsoft Project Server 2013 to facilitate intake of projects requests and review and approval of requests utilizing the demand management and portfolio analysis capabilities available in the software.
2
Microsoft Project Server’s Portfolio Analysis Project Prioritization and Driver Libraries functions will be enabled and configured in accordance with PGW requirements.
A single Project Initiation Form (PIF) will be created to handle new project intake, create the project organization, and make a formal project approval request. PGW’s existing Risk Calculator and Strategic Alignment (SAS) Calculator spreadsheets will be converted into web-based applications. These will be
included as part of the Project Initiation process and also function as stand-alone applications.
It is anticipated that projects may require creating additional Active Directory groups. No other changes to PGW systems are expected.
1.4 System Overview
PGW’s project management system uses Microsoft Project Server 2013. In addition, PGW implemented a third party add-on solution that provides significant pre-programmed additional functionality and dashboards to the on premise three-tier Project Server environment.
PGW has two project environments: Production and Development. All new functionality must be deployed, configured, and tested in Development before moving to Production.
Portfolio Analysis, Project Prioritization, and Driver Libraries on the Project Server are enabled and configured according to PGW requirements.
1.5 Governance
Before project definition and planning begin a business case must be submitted by the requesting department that describes the business need or opportunity being
addressed. Before the project can move forward, the following elements are required: Defined project scope and size
Business need or justification Executive sponsor
3
Budget approval
IS Project Governance includes local steering committees and an Executive Steering Committee (ESC). The ESC has three primary responsibilities; review and approve new projects, review and cancel projects that no longer meet objectives, review post implementation assessments to determine if objectives were met. ESC approval is required for projects that are deemed high risk, are estimated to cost at least $250,000, or will likely result in significant resource conflicts. All other initiatives are ranked and prioritized by local steering committees using the same methodology.
4
2.
Demand Management
2.1 Project Initiation Form Requirements
Project Managers and Portfolio Managers can initiate a project through the Project Center. In addition, all other Project Web Apps (PWA) users will use the Project Initiation Form.
2.1.1 Project Initiation Form Description
PGW’s PIF will incorporate the following features:
Includes three tabs: Request Details, Strategic Alignment, and Review.
- Request Details supplies all fields to describe the request.
- Strategic Alignment includes all of the drivers and provides access to the
Strategic Alignment and Risk calculators.
- Review documents and tracks the project approval process.
Includes access to two calculators: Strategic Alignment Calculator and Risk Assessment Calculator.
- Each project must be evaluated by these calculators.
- The outcome of the calculations allows the system to automatically select the appropriate driver(s) for the Strategic Alignment tab.
Includes four phases to track and report on form progress: Draft, Submitted,
Rejected, and Approved.
Allows users to save a draft project form before formally submitting the project. Provides a historical record of all project submissions
Creates an Enterprise Project type upon approval. An Enterprise Project includes the data from the Project Initiation Form.
Will use values from Project Server where available (i.e. drivers, related Enterprise Custom Fields (ECFs) such as department, etc.) for ease of maintenance.
5
2.1.2
Security and Access
All PGW projects:
Can be created by any PWA user.
Can only be edited by the project‘s creator and administrator. Can be viewed by all users.
Must be deleted by an administrator.
Are accessed by a tile on the PWA homepage (instead of the current Training Materials tile).
2.1.3
Pages and Views
The PIF will contain a landing page with a button to create a new Initiation Form and a list view web part.
Four views will be available: All forms, By Status (the default view), By
Requester, and My Requests.
- All Forms displays all forms without groupings or filters. Columns include: • Project Name • Program • Requester • Project Sponsor • Requester Department • Request Date • Estimated Annual Benefit • Budget • Fiscal Year • Non-Discretionary • Status • Proposed Start Date • Proposed Finish Date
- By Status shows forms grouped by the Project Status field
6
2.2 Strategic Alignment Calculator Business
Requirements
PGW currently utilizes a Strategic Alignment Calculator for business planning and evaluation purposes. The calculator is currently an Excel spreadsheet. The selected vendor will program the calculator to be available as an interactive web application. The calculator provides the functionality shown below.
The Strategic Alignment Calculator will be available as a standalone web form. It can also be accessed from the Project Initiation Form. All categories, strategic options, and weightings are configurable by
PGW administrators.
For Categories and Strategic Options, the Active/Inactive status displays only current values. Inactive values will be available for historical reference.
An administrator view is available to ensure that active weightings total 100% in each category.
Selections and SAS Scores from the Calculator will be stored for historical purposes.
A landing page will be provided for users to access saved SAS Results.
The Calculator form will be printable
If the Calculator is accessed through the Project Initiation Form, the total SAS score is populated on the Project Initiation Form.
The Project Initiation workflow also uses the total SAS score to populate the SAS Score ECF and the related Strategic Alignment driver.
Calculations are as follows:
- Category Scores = Sum of (selected strategic options x Category weighting for each option)
- SAS Score = Sum of all Category Scores A visual wireframe will be created.
Attachment 1
7
Figure 2.1. PGW Strategic Alignment Calculator
Project Nam e Storage Virtualization
Your SAS Score 17%
Com m ercial Strategies Total 100%
Custom er 10% Financial 35% Internal Process 45% Learning & Grow th 10%
Category Value 1 4% Category Value 2 9% Category Value 3 2% Category Value 4 2%
y Customer Satisfaction 40% Yr End Cash Flow w /w o Loan & Storage 30% Stakehold relationship Management 15% Executive Development Program 15% Social Cost Index 30% Rolling 12 month collection rate 15% Increase 1st Call Resolution (Call Cntr) 5% Succession Plan 10%
Quarterly Cost of GCR 30% Labor Cost per Customer 5% Improve FSD Completion Rate 5% New Hire Success Rate 15%
y Operating Expense per Customer 5% Increase Appointments Kept 5% Time to Fill 10%
Corporate Headcount 5% Reduce Cost per Foot of Gas Main 20% Implement Performance Mgmt Plan 15% y 2% O&M reduction 20% Reduce Cost Per Service Install 14% Internal Communications 15% Net Accounts Rec as a % of total billings 10% Maintain Number of miles of CI 5% y Progress on DW Project 10% Net w rite-offs as a % of toal billings 10% Emergency Response w ithin 1 hour 5% y % of depts utilizing new reporting tools 10%
Employee Lost Time Incidents 5% y % Business Continuity Plan Completed 5% Increase Total New Sales Volume 5% Increase Interruptable Vol to Trans 3% Stabilize PLP Sales in FY06 3% Increase $ from OSS, LNG, Capacity 5%
Total 100% Total 100% Total 100% Total 100%
Inform ation Technology Strategies
*** Be sure to hit the Reset button after performing any Change operations *** Strategic Alignment Calculator V4.0
Clear SAS
Change Change Change Change
Reset
Change
Attachment 1
8
2.3 Risk Assessment Calculator Business
Requirements
PGW currently utilizes a Risk Assessment Calculator for business planning and evaluation purposes. The calculator is currently an Excel spreadsheet. The selected vendor will program the calculator to be available as an interactive web application. The calculator provides the functionality shown below.
The Risk Assessment Calculator Excel spreadsheet will be created as an interactive web application. It will also be available as a standalone web form.
All Risk Categories, Risk Values and weightings are configurable by PGW administrators
Active/Inactive status is required for all Risk Categories and Risk Values
Calculator results will be stored for historical purposes
A landing page will be available for users to access saved Risk Assessment Results
The calculator form will be printable
When the calculator is accessed from the Project Initiation Form, the total Risk Score will be populated on the Project Initiation Form. The Project Initiation workflow also uses the total Risk Score to
Attachment 1
9
Figure 2.2. Risk Assessment Calculator
Project Name Collections -- Rack & Dispatch 28 28 28
Score 28 16 12 0
Category Low Risk Characteristics L M H High Risk Characteristics
The business benefit of the project is: Well defined Y Poorly defined The scope of the project is: Well defined Y Poorly defined
The project sponsor is: Identified, committed, and enthusiastic Y Not identified or not enthusiastic The business customer commitment level is: Passionate and enthusiastic Y Passive and hard to engage The project manager has: Similar experience on multiple projects Y Little experience on similar projects The project team is: Located together Y Dispersed at multiple sites Project management processes and procedures are: Familiar and will be utilized Y Not familiar and will not be utilized The business requirements of the project are: Understood and straightforward Y Very vague or very complex The system availability requirements include: Windows of availability and downtime Y Availability on a 24/7 basis The technical requirements are: Similar to others in the company Y New and complex The data requirements are: Simple Y Complex The number of locations to deploy to is: One Y More than four The number of system interfaces are: One or none Y More than five The number of organizations this will affect is: One or two Y More than five The total estimated effort hours are: Less than 1,000 Y Greater than 5,000 The total estimated project duration is: Less than three months Y Longer than one year
The subject matter is: Well known by the project team Y Not well known by the project team The project is dependent on: Zero or one outside project or team Y Three or more outside teams or projects Business processes, procedures, policies require: Little or no change Y Substantial change
Changes to the organizational structure require: Little or no change Y Substantial change
The technology being utilized consists of: Existing software, hardware, languages, databases, and tools Y New software, hardware, languages, databases, or tools (or new releases) The quality of current data is: Well defined and simple to convert Y Poor or complex to convert
If a package implementation: No (or minimal) customization is needed Heavy customization is needed If a package implementation: The product or release is stable The product or release is new to the market If a package implementation: The vendor is familiar in this market The vendor is new to this market
Risk Assessment Calculator
Attachment 1
10
2.4 Project Governance and Workflow
2.4.1
Project Initiation Workflow
The PIF will use a SharePoint workflow to support the submittal and approval process. This workflow will be activated by a Create Project command and follows the process explained here.
1. The project requestor or submitter may save the PIF in a Draft status when this form is created.
2. When the requestor or submitter submits the PIF, the form’s Status is set to Submitted and an email notification of the submission is sent to the project approver.
3. If the approver rejects the PIF, the form’s status is set to Rejected and an e-mail notification of the rejection, including the rejection reason, is sent to the
Requestor/ Submitter and sponsor. The rejected form is saved for historical reference.
4. When the PIF is approved:
The form’s status is set to Approved.
A project is created in PWA based on the value that the Approver selected in the Project Type field on the PIF.
E-mail notifications are sent to the Requester, Sponsor, and Project Manager.
The Project ID is created on the PIF. The PIF is saved for historical reference.
2.4.2
Project Workflow Requirements
A project will include the following Workflow Phases: Initiate, Analysis, Design, Build
Test, Implement, and Complete. Certain Phases may include more than one Stage.
Table 2.2, Project Phases and Stages, provides extended descriptions of each Workflow Phase and its associated Stage(s).
11
All projects will use a standard project server workflow to ensure compliance and data integrity. The requirements for the workflow are as follows:
A project may be created in PWA manually using the Project Center or automatically using the Project Initiation Form.
Projects created in PWA begin in the Define stage of the Initiate phase. - All required fields except Committee Date, Outcome and Reviewing
Committee must be populated to enter the Select stage of the Initiate
phase.
Committee Date, Outcome, and Reviewing Committee fields must be populated to move the project into the Analysis phase.
All Strategic Drivers, including the SAS and Risk Scores, must be populated by the Select stage of the Initiate phase.
IT PMO leadership will update projects to include the outcome of committee meetings and any related committee comments.
- If the committee decides to defer the project, the project remains in the
Select stage
- If the committee decides to cancel the project, the project moves to the
Cancelled stage.
- If the committee decides to approve the project, the project moves to the Analysis phase. Committee Date, Outcome, and Reviewing
Committee fields must be also completed to move to the Analysis
phase.
Email notifications will be sent to Project Managers after committee results are submitted.
If the Inactive Status is set to Cancelled at any time during the project approval process, the project workflow moves to the Complete — Cancelled phase. Projects may be placed in On Hold status and resume process flow. Phases and Stages will be configured as shown in Table 2.2 below.
Attachment 1
12
Table 2.1. Project Phases and Stages Workflow Phases Stages Email Content Required Fields to Enter Stage Committee Outcomes PDP Displayed Read-Only Content Notes
Initiate Define Email notification sent upon moving to Initiate-Select phase Project Name Start Date Owner (Project Manager) Project Sponsor Project Details Strategic Drivers Schedule
Initiate Select Email sent to PM notifying about Committee Outcome Client Project Sponsor Description Project Size Project Class Project Budget Type Fiscal Year Payback Proposed Cost Proposed Start Date Proposed Finish Date Approved (move to Analysis) Rejected (move to Cancelled) Deferred (remain in this stage Project Details Strategic Drivers *Required completion at this stage Schedule
13 Workflow Phases Stages Email Content Required Fields to Enter Stage Committee Outcomes PDP Displayed Read-Only Content Notes SAS Score Risk Score
Analysis Analysis Committee
Outcome Committee Date Project Details Strategic Drivers Schedule Committee Outcome, Committee Date, Proposed Cost
Design Design Project Details
Strategic Drivers *Read only at this stage Schedule Committee Outcome, Committee Date, Proposed Cost
Build Build Project Details
Strategic Drivers *Read only at this stage Schedule Committee Outcome, Committee Date, Proposed Cost
Test Test Project Details
Strategic Drivers *Read only at this stage Schedule Committee Outcome Committee Date Proposed Cost
Implement Implement Project Details
Strategic Drivers
Committee
14 Workflow Phases Stages Email Content Required Fields to Enter Stage Committee Outcomes PDP Displayed Read-Only Content Notes * Read only at this stage Schedule Committee Date Proposed Cost
Complete Complete Project Details
Strategic Drivers * Read only at this stage Schedule All workflow controlled fields and drivers
Complete Cancelled Project Details
Strategic Drivers *Read only at this stage All workflow controlled fields and drivers A project can be moved to Cancelled if it is Rejected by Committee, or Inactive Status = Cancelled at any time
15
2.4.3
Project Level Custom Fields
PGW expects the PIF will require the following custom data fields.
Table 2.2. New PIF Custom Fields
Field Label Field Type
Stage Where Field is Required
Business Need Multi-line Text Define
Estimated Annual Benefit
Cost
Project Size Single-select from Project Sizes lookup table
Note: Lookup Table to be created Define
Fiscal Year Single-select from Fiscal Years lookup table
Note: Lookup Table to be created Define
Non-Discretionary
Single-select drop down from Yes/No lookup
Table Define
Proposed Cost Cost Define
Proposed Start
Date Date Define
Proposed Finish
Date Date Define
Payback
# years Number Define
SAS Score Number Define
Risk Score Number Define
16
Field Label Field Type
Stage Where Field is Required Committee
Outcome
Single value selected from Committee
Outcome Values lookup table Select
Reviewing Committee
Single value selected from Committees
lookup table Select
Committee
Comments Multi-line Text
Spending Expiration Date
Calculated as follows: Formula:
If Project Budget Type = Capital, display 8/31/FiscalYear+1;
If Project Budget Type = Operating, display 8/31/Fiscal Year.
Example:
If a project has a Project Budget Type of Capital and a Fiscal Year of 2015, the Spending Expiration Date is 8/31/17. If the project has a Project Budget Type of Operating, the Spending Expiration date is 8/31/16.
17
2.4.4
Lookup Tables
PGW’s Information Services project methodology will require creating new Lookup Tables. PGW anticipates the need for the tables shown below.
Table 2.3. Lookup Tables and Fields
Lookup Table Name Field Type Field Values
Project Sizes Text Under $50,000
$50,000-$249,999 $250,000 and above
Fiscal Year Number 2015
2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Committee Outcome Values Text Approved
Deferred Rejected
Committees Text Local Steering Committee
Enterprise Strategic Planning Committee
2.5 Project Detail Pages (PDP)
PGW anticipates that Enterprise Projects will require a new Project Detail Page. The Project Detail Page must display a link to the PIF used to create the
Enterprise Project.
Fields will be grouped in associated sections and columns as shown in the page mockup in Figure 2.3 below.
18
19
3.
Project Prioritization and Portfolio Analysis
PGW will be implementing Portfolio Analysis functions using Microsoft Project Server. This functionality requires four new components.
Driver Library
Prioritization Process Strategic Alignment PDP Portfolio Analysis Views
These are discussed in the sections below.
3.1 Driver Library
PGW has selected drivers that align with corporate initiatives. See Table 3.1 below for descriptions of the drivers in the Driver Library.
20
Table 3.1. Driver Library
Driver Name Description None Low Moderate Strong Extreme
Time to Market
Overall project 1 year or more 9-12 months 6-8 months 3-5 months 0-2 months
Lifecycle Replacement Maintain critical infrastructure to ensure safety, reliability and support No lifecycle replacement requirement Should be done to meet ongoing support Consumer Satisfaction Improve consumer satisfaction through implementing standardized customer service processes, grow the number of customer service relationships and improve the nature of each relationship.
Does not impact consumer satisfaction Small increase in consumer satisfaction Moderate increase in consumer satisfaction High increase in consumer satisfaction Extreme increase in consumer satisfaction
Project Risk Level of risk as determined by Risk Calculator
131 and higher 101-130 61-100 31-60 0-30 risk
factor Improve Product Quality Implement process improvements and best practices in order to improve Reduces defects by less than 5%, or attains a service-level agreement of 90% or less. Reduces defects by up to 10% or attains a service-level agreement Reduces defects by up to 15% or attains a service-level agreement between 95% Reduces defects by up to 20% or attains a service-level agreement Reduces defects by more than 20% or attains a service-level
21
Driver Name Description None Low Moderate Strong Extreme
product quality as measured by SLA levels between 90% and 95% and 97% between 97% and 98% agreement of 99% or more Improve employee work life Implement approved morale-boosting techniques in order to measurably improve employee work life No improvement in employee work life Small improvement in employee work life Moderate improvement in employee work life Significant improvement in employee work life No improvement in employee work life Standardize and streamline cross-functional processes Implement a library of standardized functions across processes, in order to reduce the cycle time of processes across the organization as a whole and increase consistency in operations.
Does not improve process cycle time for any processes.
Improves process cycle time for up to 2 processes Improves process cycle time for up to 3 processes Improves process cycle time for up to 4
processes
Improves process cycle time for more than 5 processes Expand into new markets and segments Expand revenue growth aggressively by penetrating new
Does not grow revenue from any markets and segments Grows revenue from new markets and Grows revenue from new markets and segments by Grows revenue from new markets and Grows revenue from new markets and segments
22
Driver Name Description None Low Moderate Strong Extreme
markets and expanding reach to segments of penetrated markets. segments by up to $100k $100k - $500k segments by $500k - $1M by more than $1M Financial Benefit Level of financial impact or number of years for Simple Payback Indirect impact/benefit difficult to quantify or Simple Payback is more than 5 years Low financial benefit or Simple Payback is more than 3-4 years Moderate financial benefit or Simple Payback is more than 2-3 years Low financial benefit or Simple Payback is 1-2 years Low financial benefit or Simple Payback is less than 1 year Strategic alignment Project alignment with corporate goals and strategic metrics as determined by the Strategic Alignment Calculator 0-20 21-40 41-60 61-80 81-100
23
3.2 Driver Prioritization
The successful proposer should expect that default driver prioritizations will be configured after the drivers are implemented. Additional prioritizations will be
conducted on an as-needed basis by Portfolio Managers. Department filtering is not necessary as drivers apply to all projects and departments. Since there is no existing prioritization model, PGW will use the calculated prioritization method.
3.3 Portfolio Analysis
Portfolio Analyses will be used monthly for Steering Committee meetings and twice a year (approx. September and March) for Capital or Operating Budget project proposals. Proposed Cost will be the primary cost constraint value. Total Cost may be used as a secondary constraint.
3.4 Views
The following views will be created: Projects in Select Phase Projects by Phase
Projects by Project Budget Type Projects by Non-Discretionary
Columns in these views will include Project Name, Department, Budget Type, Client, %
Complete and Duration, Non- Discretionary
The Summary view for Portfolio Analysis will be modified to include the following field:
Start, Finish, Project Budget Type, Non-Discretionary flag, Proposed Cost, % Complete, and Duration.
24
4.
Security
The existing Portfolio Managers group will be the only group with rights to perform Portfolio Analyses, define drivers, and create driver prioritizations.
Portfolio Managers group members will be required to update projects with the results of Steering Committee meetings. Therefore, this group must be updated to allow the
editing and saving of projects.
The existing Active Directory group that populates Portfolio Manager Security group users must be updated.
25
5.
Additional Requirements
5.1 Project Site Requirements
The Project Phases web part must be updated to use Workflow Phases.
5.2 Testing Requirements
All workflows, forms, views, and configuration settings will be unit tested in the Development environment.
User Acceptance Testing will be conducted by designated PGW testers prior to rollout to Production.
5.3 Training Requirements
Both Project Manager and Administrator training will be conducted.
Project Managers will need training to understand and utilize the new Strategic Alignment and Risk Calculators and move projects through the complete project lifecycle.
Administrators will need to understand how the PIF and workflows are configured and how to restart and move projects to a particular stage within a workflow.
5.4 Implementation Requirements and Impacts
5.4.1
Requirements
Changes to Production will be scheduled per PGW requirements. These changes will include:
Upload and activate Project Initiation Solution Upload and configure Project Server Workflow
Create Custom Fields, PDP, Workflow Phases and Stages Create Project Center and Portfolio Analysis views
26
5.4.2
Impacts
Projects in progress will be impacted by this rollout. Impacts are described below. All projects currently in Initiation Phase will be moved to the appropriate Define
or Select phase. All required fields and drivers must be completed.
