HSD VIDEO CONFERENCE AUGMENTATION 2012 PROJECT
P RO JE C T M AN A G EM E NT P L AN
SEAN PEARSON – CHIEF INFORMATION OFFICER
STEVEN KLUMP – DIRECTOR, CHILD SUPPORT ENFORCEMENT DIVISION
TED ROTH - DIRECTOR, INCOME SUPPORT DIVISION
MARIO GONZALEZ - PROJECT MANAGER
ORIGINAL PLAN DATE: MAY 2, 2012
REVISION DATE:
REVISION: 1.0
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
REVISION HISTORY................................................................................................................................................ III
1.0 PROJECT OVERVIEW ......................................................................................................................................... 1
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT ......................................................................................................1
1.2 FUNDING AND SOURCES .............................................................................................................................................1
1.3 CONSTRAINTS ..........................................................................................................................................................2
1.4 DEPENDENCIES.........................................................................................................................................................2
1.5 ASSUMPTIONS.....................................................................................................................................................3
1.6 INITIAL PROJECT RISKS IDENTIFIED..............................................................................................................................3
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE .............................................................................. 4
2.1 STAKEHOLDERS ........................................................................................................................................................4
2.2 PROJECT GOVERNANCE STRUCTURE .............................................................................................................................4
2.2.1 Describe the organizational structure – Org Chart .....................................................................................4
2.2.2 Describe the role and members of the project steering committee ............................................................5
2.2.3 Organizational Boundaries, interfaces and responsibilities ........................................................................5
2.3 EXECUTIVE REPORTING..............................................................................................................................................5
3.0 SCOPE .............................................................................................................................................................. 5
3.1 PROJECT OBJECTIVES ................................................................................................................................................5
3.1.1 Business Objectives .....................................................................................................................................5
3.1.2 Technical Objectives ....................................................................................................................................5
3.2 Project exclusions ...........................................................................................................................................6
3.3 CRITICAL SUCCESS FACTORS .......................................................................................................................................6
4.0 PROJECT DELIVERABLES AND METHODOLOGY ................................................................................................. 6
4.1 PROJECT MANAGEMENT LIFE CYCLE ............................................................................................................................6
4.1.1 Project Management Deliverables ..............................................................................................................7
4.1.2 Deliverable Approval Authority Designations .............................................................................................7
4.1.3 Deliverable Acceptance Procedure ..............................................................................................................7
4.2 PRODUCT LIFE CYCLE ...........................................................................................................................................7
4.2.1 Technical Strategy .......................................................................................................................................7
5.0 PROJECT WORK ................................................................................................................................................ 8
5.1 WORK BREAKDOWN STRUCTURE (WBS) ......................................................................................................................8
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE ..................................................................................................................9
5.3 PROJECT BUDGET .....................................................................................................................................................9
5.4 PROJECT TEAM ........................................................................................................................................................9
5.4.1 Project Team Organizational Structure .......................................................................................................9
5.4.2 Project Team Roles and Responsibilities .....................................................................................................9
5.5 STAFF PLANNING AND RESOURCE ACQUISITION....................................................................................................9
5.6 PROJECT LOGISTICS ...........................................................................................................................................10
6.0 PROJECT MANAGEMENT AND CONTROLS ...................................................................................................... 10
6.1 RISK AND ISSUE MANAGEMENT.................................................................................................................................10
6.1.1 Risk Management Strategy .......................................................................................................................10
6.1.2 ISSUE MANAGEMENT ................................................................................................................................10
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V .............................................................................................10
6.3 SCOPE MANAGEMENT PLAN ....................................................................................................................................10
6.4 PROJECT BUDGET MANAGEMENT..............................................................................................................................10
6.5 COMMUNICATION PLAN ..........................................................................................................................................10
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) ......................................................................................11
REVISION: 1.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.7 QUALITY OBJECTIVES AND CONTROL ................................................................................................................11
6.7.1 Agency/Customer Satisfaction ..................................................................................................................11
6.7.2 PRODUCT DELIVERABLE ACCEPTANCE PROCESS .......................................................................................11
6.8 CONFIGURATION MANAGEMENT .....................................................................................................................11
6.9 PROCUREMENT MANAGEMENT PLAN ..............................................................................................................11
7. 0 PROJECT CLOSE ............................................................................................................................................. 11
REVISION: 1.0
DOIT-PMO-TEM-020
ii OF vi
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
REVISION HISTORY
REVISION NUMBER
DATE
COMMENT
1.0
May 2, 2012
Initial Project Implementation Approach
REVISION: 1.0
DOIT-PMO-TEM-020
iii OF vi
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
1.0 PROJECT OVERVIEW
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT
The purpose of this project is to expand and augment the current HSD video conference network
by adding or replacing 21 videoconference units and other supporting equipment or software.
The benefit will be to reduce travel time and costs related to HSD meetings and enable more
options for direct communication between offices, staff, and management. This effort is funded
through federal grants and Department operational funds.
NOTE: This Project Management Plan represents a reference to current maintenance and
operations activities related to the video deployment. As such, portions that do not apply or are
of limited scope have been deleted or annotated with a limited explanation.
1.2 FUNDING AND SOURCES
In 2010, the Income Support Division received a onetime grant of award of 100% Federal
Supplemental Nutrition Assistance Program Department of Defense (SNAP DOD) funds. These
funds were provided to States in order to assist with the increasing expenses incurred by growth
in the SNAP program. The SNAP DOD funds expire September 30, 2012. In SFY12, the result
of utilizing the funding for SNAP related expense created significant savings for ISD within the
normal cost allocated budget. After video conferencing was identified as a viable source for
increasing the division’s productivity during training and meetings, the Department’s
management approved the procurement of this equipment using the savings that resulted from
using SNAP DOD funds. The funds used to purchase the equipment will be funded by
approximately 45% General Fund and 55% Federal Funds according to the Divisions cost
allocation results. The General Funds needed for this project are a direct savings result of the
100% federal SNAP DOD funds.
SOURCE
AMOUNT
Department of Defense /
Supplemental Nutrition
Assistance Program
(Section 1002 of Pub. L.
$499,838.23
111-118, the Department of
Defense (DoD)
Appropriations Act, 2010)
ISD Operations Budget
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ASSOCIATED
RESTRICTIONS
Must be expended by
Federal Fiscal Year
end
APPROVERS
Ted Roth, ISD
Division Director
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
1.3 CONSTRAINTS
Constraints are factors that restrict the project by scope, resource, or schedule.
NUMBER
1
DESCRIPTION
Funding availability requires that some of these funds be expended before
the end of the the 2011 Federal Fiscal Year (September 30, 2011). Federal
funds lost will have to be replaced with state general funds.
1.4 DEPENDENCIES
Types include the following and should be associated with each dependency listed.



Mandatory dependencies are dependencies that are inherent to the work being done.
D- Discretionary dependencies are dependencies defined by the project management team. This may also
encompass particular approaches because a specific sequence of activities is preferred, but not mandatory
in the project life cycle.
E-External dependencies are dependencies that involve a relationship between project activities and nonproject activities such as purchasing/procurement
NUMBER DESCRIPTION
TYPE M, D, E
1
HSD must order videoconference equipment through DoIT
approval.
M
2
HSD must order videoconference equipment within the
manufacturer’s timetable in order to receive all equipment
within the current fiscal year.
E
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
1.5 ASSUMPTIONS
Assumptions are planning factors that, for planning purposes, will be considered true, real, or certain.
NUMBER
DESCRIPTION
1
Manufacturer evaluation methodology of HSD needs will enable system
function with no or limited workarounds.
2
Funding approval by multiple agencies (DoIT, DFA, etc.) will be
completed in time to enable procurement process to obtain equipment by
fiscal year end.
1.6 INITIAL PROJECT RISKS IDENTIFIED
Risks are limited due to the initial work performed to develop the videoconference network five
years ago. At this stage, the key variables may be the addition of
System Capacity and Sizing
Description – System
Probability LOW
Impact LOW
capacity performance may
Mitigation Strategy – Leverage use of manufacturer’s
vary from specification.
implementation project manager and staff to configure system
for optimal performance.
Contingency Plan - organize federal funding support for
software or hardware modifications adjust capacity.
Multiple Sources of Hardware
Probability LOW
Description – Multiple
Impact LOW
hardware types may
Mitigation Strategy – All hardware meets the same
require variations in
videoconference standards.
maintenance and operation. Contingency Plan - Manufacturer warrantees and guarantees that
systems are compatible.
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE
2.1 STAKEHOLDERS
List all of the major stakeholders in this project, and state why they have a stake. . Stakeholders are individuals and
organizations that are actively involved in the project, or whose interests may be positively or negatively affected as
a result of project execution or project completion. They may also exert influence over the project and its results.
CLASS
STAKE IN PROJECT
ORGANIZATION
ISD Field Staff
Reduced time requirements to attend ISD training or
meetings.
HSD
ITD Technical
Staff
Reduced time related to supporting interconnections of
conference locations.
HSD
Aspen Project
Implementation of this project cannot interfere with the
current schedule for implementation of the new ISD
eligibility system.
HSD/Contractors
2.2 PROJECT GOVERNANCE STRUCTURE
2.2.1 DESCRIBE THE ORGANIZATIONAL STRUCTURE – ORG CHART
This project plan addresses the procurement of the videoconference equipment to be
implemented by two staff in the ITD Systems Administration Bureau. Technical review and
scheduling will be addressed by the Systems Administration Bureau Chief.
Systems Administration
Bureau Chief
(Technical and Schedule
Approvals)
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Network Specialist
Network Specialist
(Coordination and Implementation)
(Coordination and Implementation)
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
2.2.2 DESCRIBE THE ROLE AND MEMBERS OF THE PROJECT STEERING COMMITTEE
There is no project steering committee related to this project because it is an internal
maintenance and operations effort.
2.2.3 ORGANIZATIONAL BOUNDARIES, INTERFACES AND RESPONSIBILITIES
This project is internal to the Department.
2.3 EXECUTIVE REPORTING
Project progress and issues will be reported up through the chain of command to the
Department CIO.
3.0 SCOPE
3.1 PROJECT OBJECTIVES
3.1.1 BUSINESS OBJECTIVES
NUMBER
DESCRIPTION
1
HSD will expand its videoconference system reduce costs and time
for various meetings.
2
Substantial reduction in staff travel costs between statewide remote
offices.
3.1.2 TECHNICAL OBJECTIVES
NUMBER
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DESCRIPTION
1
HSD will install a 40-unit video bridge to enable more offices to network
together.
2
HSD will install an automated videoconference connection system to
enable users to self-schedule and set up video conferences.
3
HSD will add a “content system” to enable conferences to be recorded
and viewed later. Also enables loading of educational content for
employee training.
4
HSD will add client server applications to enable video conferencing
from remote locations from desktops or laptops where large video
conference systems are not cost effective.
5
HSD will have the network routers modified to use “Quality of Service”
to improve video function by making video a priority transmission and
reduce video or audio interference.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
3.2 PROJECT EXCLUSIONS
This project is specifically focused to the implementation of video conference services.
No other network activity is included in this effort.
3.3 CRITICAL SUCCESS FACTORS
NUMBER
DESCRIPTION
1
Approval for purchase of video equipment to allow timely delivery by
June 30 2012.
2
Technically competent support from manufacturer to assure delivery
and installation to manufacturer’s specifications for optimal function
and performance.
4.0 PROJECT DELIVERABLES AND METHODOLOGY
4.1 PROJECT MANAGEMENT LIFE CYCLE
Phase
Initiation
Summary of Phase
Determination for expansion of video
conference network.
Key Deliverables
Approvals from Senior
Management.
Available Federal funds.
Planning
Identification of appropriate system
additions to meet requirements.
Evaluation by Network staff of
options.
Procurement selections.
Execution
Delivery and installation of system.
Coordination of implementation
with manufacturer technical staff.
Monitor and
Control
Evaluation of implementation by ITD
management.
Communication to senior
management.
Front line supervision.
Close Out
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PCC Close Out Phase.
Documentation and presentation to
PCC.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
4.1.1 PROJECT MANAGEMENT DELIVERABLES
Technical staff will deliver the following project management products to enable this initiative:
Item
Product
Description
1
Delivery Roster
List of locations and criteria to assure delivery of equipment and its
ability to function in various network situations.
2
Schedule
Coordinated list of offices and delivery schedules to alert location
and reduce impact on daily operations.
3
4
4.1.2 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
All deliverables are to have final approval by the Systems Administration Bureau Chief in
conjunction with testing by network support staff.
4.1.3 DELIVERABLE ACCEPTANCE PROCEDURE
Deliverables will be deemed accepted upon approval of installations by HSD field management. A formal sign off
document may be utilized for this function.
4.2 PRODUCT LIFE CYCLE
4.2.1 TECHNICAL STRATEGY
The essential approach to assure technical performance will be utilization of manufacturer
support services and training of HSD technical staff during the implementation.
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.0 PROJECT WORK
5.1 WORK BREAKDOWN STRUCTURE (WBS)
A work breakdown structure may be developed upon determination by technical staff as needed.
The most current estimate of the sequence of events is as follows:
Item
Action
1
CenturyLink/Cisco technical services unit delivers Video Conference equipment to
various HSD sites.
2
HSD staff and CenturyLink/Cisco technical services unit configures the “Quality of
Service” functions to enable the HSD network to make videoconference communications
priority. This prevents echoing and image distortions.
3
HSD and CenturyLink/Cisco staff installs new “bridge” at ITD PSM Office. This device
interconnects up to 40 remote HSD sites.
4
HSD staff installs Content Server that provides for holding recorded videoconferences
and storing training or other video content for on demand access by remote sites.
5
HSD staff installs Gatekeeper device which manages bandwidth usage and converts
“session initiation” protocols into ITU H.323 standard. This enables HSD to
videoconference to outside entities.
6
HSD staff installs the Cisco “VCS Expressway” that enables secure external access
across firewalls.
7
HSD staff installs Cisco TelePresence Management Suite (TMS) on HSD available
Windows or VM Servers to enable HSD staff to perform system diagnostics,
management, reporting, and conference scheduling.
8
Manufacturer completed training of ITD Personnel related to maintaining and operating
the system.
9
CenturyLink/Cisco technical services and HSD staff deploy equipment to 22 offices.
10
HSD staff and Manufacturer test and adjust the system to confirm optimal functionality.
11
HSD staff completes deployment of desktop video services at smaller HSD offices.
12
Deployment finalizes with documentation filed as required.
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE
Project timeline will be completed upon scheduling of office installations to reduce impact on
office operations.
5.3 PROJECT BUDGET
Work Package or Budget Category
Cost
Procurement of video conference equipment.
499,838.23
Staff time and resources (work will be performed within general
work schedules).
N/A
5.4 PROJECT TEAM
5.4.1 PROJECT TEAM ORGANIZATIONAL STRUCTURE
Refer to Item 2.2.
5.4.2 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL
AREA
Lead
Approval of Schedule and
Deliverables
Nathan Wallwork
ITD/SAB
Technical
Implementation of System
Celina Fresquez
ITD/SAB
Technical
Implementation of System
George MacArthur
ITD/SAB
Finance
Funding Management
Steven Chavez
ISD
Cisco
Technical Support
[Technical Staff]
Video Services
CenturyLink
Technical Support
[Technical Staff]
Network Services
5.5 STAFF PLANNING AND RESOURCE ACQUISITION
Staffing for this deployment is directly related to Systems Administration Bureau. Current staff
will be deployed to implement the system. No contractors will be used.
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.6 PROJECT LOGISTICS
Project Team Training
Training of staff will be initiated at start of deployment and during implementation of equipment.
Follow up training will be scheduled as needed.
6.0 PROJECT MANAGEMENT AND CONTROLS
6.1 RISK AND ISSUE MANAGEMENT
6.1.1 RISK MANAGEMENT STRATEGY
Risk was addressed by procuring equipment which meets ITU Standard H.323 and will be
compatible with the current videoconference network. The use of manufacturer technical support
will also reduce implementation risk by assuring proper deployment and configuration.
6.1.2 ISSUE MANAGEMENT
Consistent with the above, issues will be addressed by internal staff and management.
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
IV&V will not be utilized for this deployment.
6.3 SCOPE MANAGEMENT PLAN
Scope management is managed by the deployment focus of specific equipment for specific
purpose. No other activity can be included.
6.4 PROJECT BUDGET MANAGEMENT
The project budget has been allocated by federal sources for a specific use. Budget tracking will
be addressed by the Income Support Division.
6.5 COMMUNICATION PLAN
Communication will be addressed by the Systems Administration Bureau as it organizes its
effort with field offices.
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)
The key issue for performance is deployment of equipment which meets functional requirements
as defined by the product technical specifications.
The organizational performance measures, as noted in the annual strategic plan, are as follows:
Task 6.3: Enhance customer service and access to public services through
adequately trained staff and accessible facilities. Item H. Improve efficiencies in
central office and the field by meeting IT needs for hardware and software.
[Source: Page 23 of 2012 HSD Strategic Plan.]
Under the above targets, access is improved by increasing staff time for service duties by
reducing staff time for meeting travel.
6.7 QUALITY OBJECTIVES AND CONTROL
Quality objectives will be tied to the implementation of the videoconference system consistent
with technical specifications.
6.7.1 AGENCY/CUSTOMER SATISFACTION
The Systems Administration Bureau Chief and Network Specialists will confer with HSD field
management to confirm deployment of videoconference service is satisfactory.
6.7.2 PRODUCT DELIVERABLE ACCEPTANCE PROCESS
The Systems Administration Bureau Chief will coordinate with the Network Specialists to
evaluate delivery and acceptance of equipment to be deployed.
6.8 CONFIGURATION MANAGEMENT
Not applicable.
6.9 PROCUREMENT MANAGEMENT PLAN
Not Applicable
7. 0 PROJECT CLOSE
Project close will be addressed by presentation of final outcomes and documentation to the DoIT
Project Control Committee. There are no contracts related to this procurement.
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