DIRECT CERTIFICATION OF STUDENTS ELIGIBLE FOR FREE
OR REDUCED MEALS PROJECT
P R O JE C T M A N A GEM E N T PLA N
(PMP)
EXECUTIVE SPONSOR – SECRETARY DESIGNATE HANNA SKANDERA
BUSINESS OWNER – MICHAEL ARCHIBEQUE, CIO
PROJECT MANAGER – LISA HAMILTON
ORIGINAL PLAN DATE: NOVEMBER 6, 2012
REVISION DATE: NA
REVISION: NA
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
REVISION HISTORY................................................................................................................................................ III
PREPARING THE PROJECT MANAGEMENT PLAN ................................................ ERROR! BOOKMARK NOT DEFINED.
ABOUT THIS DOCUMENT ................................................................................... ERROR! BOOKMARK NOT DEFINED.
PROJECT OVERSIGHT PROCESS MEMORANDUM – DOIT, JULY 2007
ERROR! BOOKMARK NOT DEFINED.
1.0 PROJECT OVERVIEW ......................................................................................................................................... 1
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT
1.2 FUNDING AND SOURCES 1
1.3 CONSTRAINTS
1
1.4 DEPENDENCIES
2
1.5 ASSUMPTIONS
2
1.6 INITIAL PROJECT RISKS IDENTIFIED
3
1
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE .............................................................................. 3
2.1 STAKEHOLDERS
3
2.2 PROJECT GOVERNANCE STRUCTURE
5
2.2.1 Describe the organizational structure – Org Chart .....................................................................................5
2.2.2 Describe the role and members of the project steering committee ............................................................6
2.2.3 Organizational Boundaries, interfaces and responsibilities ........................................................................7
2.3 EXECUTIVE REPORTING 7
3.0 SCOPE .............................................................................................................................................................. 8
3.1 PROJECT OBJECTIVES 8
3.1.1 Business Objectives .....................................................................................................................................8
3.1.2 Technical Objectives ....................................................................................................................................9
3.2 PROJECT EXCLUSIONS 10
3.3 CRITICAL SUCCESS FACTORS
10
4.0 PROJECT DELIVERABLES AND METHODOLOGY ............................................................................................... 11
4.1 PROJECT MANAGEMENT LIFE CYCLE
11
4.1.1 Project Management Deliverables ............................................................................................................12
4.1.2 Deliverable Approval Authority Designations ...........................................................................................13
4.1.3 Deliverable Acceptance Procedure ............................................................................................................13
4.2 PRODUCT LIFE CYCLE
ERROR! BOOKMARK NOT DEFINED.
4.2.1 Technical Strategy ........................................................................................ Error! Bookmark not defined.
4.2.2 Product and Product Development Deliverables .......................................... Error! Bookmark not defined.
4.2.3 Deliverable Approval Authority Designations ...........................................................................................16
4.2.4 Deliverable Acceptance Procedure ............................................................... Error! Bookmark not defined.
5.0 PROJECT WORK .............................................................................................................................................. 17
5.1 WORK BREAKDOWN STRUCTURE (WBS)
17
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE 17
5.3 PROJECT BUDGET
19
5.4 PROJECT TEAM
20
5.4.1 Project Team Organizational Structure .....................................................................................................20
5.4.2 Project Team Roles and Responsibilities ...................................................................................................21
5.5 STAFF PLANNING AND RESOURCE ACQUISITION 23
5.5.1 Project Staff ...............................................................................................................................................23
5.5.2 Non-Personnel resources .............................................................................. Error! Bookmark not defined.
5.6 PROJECT LOGISTICS 23
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.6.1 Project Team Training ...............................................................................................................................24
6.0 PROJECT MANAGEMENT AND CONTROLS ...................................................................................................... 25
6.1 RISK AND ISSUE MANAGEMENT 25
6.1.1 Risk Management Strategy .......................................................................................................................25
6.1.2 Project Risk Identification ..........................................................................................................................25
6.1.3 Project Risk Mitigation Approach ..............................................................................................................25
6.1.4 Risk Reporting and Escalation Strategy.....................................................................................................25
6.1.5 Project Risk Tracking Approach .................................................................................................................25
6.1.6 ISSUE MANAGEMENT ................................................................................................................................25
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
25
6.3 SCOPE MANAGEMENT PLAN
26
6.3.1 Change Control ..........................................................................................................................................26
6.4 PROJECT BUDGET MANAGEMENT 26
6.4.1 Budget Tracking ........................................................................................................................................26
6.5 COMMUNICATION PLAN
27
6.5.1 Communication Matrix .............................................................................................................................27
6.5.2 Status Meetings ........................................................................................... Error! Bookmark not defined.
6.5.3 Project Status Reports .................................................................................. Error! Bookmark not defined.
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) 27
6.6.1 Baselines....................................................................................................................................................27
6.6.2 Metrics Library ............................................................................................. Error! Bookmark not defined.
6.7 QUALITY OBJECTIVES AND CONTROL 28
6.7.1 quality Standards ......................................................................................... Error! Bookmark not defined.
6.7.2 Project and Product Review AND ASSESSMENTS ......................................................................................29
6.7.3 Agency/Customer Satisfaction ..................................................................................................................29
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS .......................................................................................30
6.8 CONFIGURATION MANAGEMENT
ERROR! BOOKMARK NOT DEFINED.
6.8.1 Version Control ..........................................................................................................................................30
6.8.2 Project Repository (Project Library) ...........................................................................................................30
6.9 PROCUREMENT MANAGEMENT PLAN 30
7. 0 PROJECT CLOSE ............................................................................................................................................. 30
7.1 Administrative Close .....................................................................................................................................30
7.2 Contract Close ..............................................................................................................................................30
ATTACHMENTS .................................................................................................. ERROR! BOOKMARK NOT DEFINED.
REVISION: 1.0
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PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
REVISION HISTORY
REVISION NUMBER
DATE
COMMENT
1.0
July 27th, 2007
DoIT Project Management Office Revision
2.0
10-12-12
NMPED IT Division
2.1
2.2
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 Student Nutrition Bureau (SNB) of the New Mexico Public Education Department
(NMPED) seeks to: 1) develop an centralized electronic environment that will support the
certification of students that are directly eligible for free or reduced meals based on status that is
determined by data collected from the New Mexico Human Resources Department and the
Children Youth and Families Division (CYFD); 2) share this data daily with the state and Local
Education Agencies (LEA), private schools and Bureau of Indian Education (BIE) schools so that
we can; 3) ensure that more of New Mexico’s neediest students are served meals at no cost; 4)
integrate the Direct Certification Process with existing systems to achieve a single Student
Nutrition Portal.
1.2 FUNDING AND SOURCES
SOURCE
AMOUNT
US DEPARTMENT
OF AGRICULTURE
DIRECT
CERTIFICATION
GRANT
$864,000
US DEPARTMENT
OF AGRICULTURE
FLOWTHROUGH
FUNDS TO THE
STUDENT
NUTRITION
BUREAU
TBD
ASSOCIATED
RESTRICTIONS
1.3 CONSTRAINTS
Constraints are factors that restrict the project by scope, resource, or schedule.
NUMBER
DESCRIPTION
DIRECT CERTC01
TIMEFRAME TO MEET USDA TARGET IS NARROW.
DIRECT CERT–
C02
DECISIONS NOT MADE IN TIMELY MANNER.
DIRECT CERTC03
DISTRICT AND SCHOOL PARTICIPATION AND FIDELITY OF USE.
PAGE | 1
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
1.4 DEPENDENCIES
NUMBER DESCRIPTION
TYPE M,D,E
Direct
Cert–D1
MOU FOR DATA EXCHANGE BETWEEN HSD AND PED
M
Direct
Cert–D2
MOU FOR DATA EXCHANGE BETWEEN CYFD AND PED M
Direct
Cert–D3
HIRE STAFF
M
Direct
Cert–D4
PCC REVIEWS.
M
Direct
Cert–D5
FUNDING REQUESTS.
M
Direct
Cert–D6
IV&V REVIEWS.
M
Direct
Cert–D7
DC Implementation team established and functioning. Project
timelines are being met and roles/responsibilities are well
defined.
M
Direct
Cert–D8
Direct Certification system will be developed and in place for
testing.
M
Direct
Cert–D9
Documentation of issues, actions taken to correct any issues and
enhancements made.
M
Direct
Cert–D10
List of identified LEAs, private and BIE Schools to participate
in field testing.
E
1.5 ASSUMPTIONS
NUMBER
DESCRIPTION
Direct Cert–A1
Stakeholder participation and buy-in.
Direct Cert–A2
Project leadership will have adequate time for project planning activities.
Direct Cert–A3
Stakeholders will make decisions in a timely manner to support the project
schedule.
Direct Cert–A4
Individuals with different requirements and perspectives will work
together to ensure project targets and outcomes are achieved.
Direct Cert–A5
Project Team members will be assigned and allowed to spend the proper
PAGE | 2
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
NUMBER
DESCRIPTION
amount of their time to complete their assigned tasks within a reasonable
timeframe.
Direct Cert–A6
The communication plan and timeline will be followed.
1.6 INITIAL PROJECT RISKS IDENTIFIED
Risk 1
Description – MOUs
required do not receive
approval within timeframe
required.
Probability: low
Impact: High
Mitigation Strategy: Minimize impact by utilizing existing data for the
project build
Contingency Plan: Look to amend existing MOUs for data sharing
Risk 2
Description – Staff not
hired when needed
Probability: low
Impact: High
Mitigation Strategy: Professional Services Contract through the Price
Agreement List
Contingency Plan: Continue to rely on existing resources.
Risk 3
Description – Staff
Turnover
Probability: low
Impact: High
Mitigation Strategy: Professional Services Contract through the Price
Agreement List
Contingency Plan: Continue to rely on existing resources.
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE
2.1 STAKEHOLDERS
Name
Hanna
Skandera
Stake in Project
Organization
Title
Executive Sponsor
NMPED
Secretary-Designate
Michael
Archibeque
Project Director
NMPED IT
Chief Information Officer
NMPED
Regina Madrid
Program Manager
NMPED
Lisa Hamilton
IT Project Manager
NMPED IT Data Quality and Analysis
Manager
PAGE | 3
Student Nutrition Program
Manager
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
TBD
DC Coordinator
Kevin Adkins
DBA 2 for current Student
NMPED
Nutrition web-based modules. SNB
DBA 2
TBD
DBA
Contractor
(TBD)
Programming/Database
Support (Contractual
Services)
Jenny Ramos
Content Area Expert
Appleseed
Rachel
Moskowitz
Content Area Expert
NMHSD
TBD
Content Area Expert
NMCYFD
TBD (Retta Prophet
retired)
TBD
Conducts pilot testing and
provide input into errors
LEAs,
Private
And BIE
Schools
Pilot site Local Student Nutrition
Directors/Staff
PAGE | 4
NMPED
SNB
DC Coordinator
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
2.2 PROJECT GOVERNANCE STRUCTURE
2.2.1 DESCRIBE THE ORGANIZATIONAL STRUCTURE – ORG CHART
Executive Sponser
NMPED Secretary Designate Hanna Skandera
Project Director
Michael Archibeque, CIO
Project
Management
IT Project
Manager
Program
Manager
Lisa Hamilton
TBD
Internal Support
IT Direct Cert
Staff
Program Staff
External Support
PAGE | 5
IV & V
Content Area
Experts
Pilot Group
Stakeholders
Committee
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
2.2.2 DESCRIBE THE ROLE AND MEMBERS OF THE PROJECT STEERING COMMITTEE
ROLE
Project Sponsor
RESPONSIBILITY
Provide strategic direction and policy approvals where required. The
Project Sponsor will champion the project within the organization
and ensure the overall success of the project.
Project Director
Provide high level project oversight, vision, and direction.
Determine and commit appropriate resources. Resolve issues and
problems. Provides strategic direction to Program Manager.
Provides oversight for the Project Manager, the IT contract, and
other IT support provided to the Direct Certification Project.
Program Manager
Provides oversight for the Direct Certification; ensures all program
timelines are adhered to. Works with the IT project manager, Student
Nutrition Staff and external support (Content Area Experts,
Stakeholders Committee, and the Project Pilot Group) concerning
the SOW and project deliverables.
Provides oversight of all reporting; provides project management
certification, planning, scheduling, assessment, and reporting
documentation in collaboration with the NMPED Chief Information
Officer (CIO), the IT support team, the Student Nutrition Program
Manager, and external support (Content Area Experts, Stakeholders
Committee, Project Pilot Group and the IV & V contractor)
The project staff will design, build, test and deploy product.
Will meet regularly with IT Project Manager, Program Manager and
Project staff to support, guide and inform the work of the project.
Their involvement is essential to ensuring that user requirements
will be satisfied by the end product.
The IV & V contractor will evaluate the work or products of a
particular phase to determine if the requirements of the phase have
been fulfilled. This includes an evaluation of:
IT Project Manager
Project Staff
Stakeholders
Committee
IV & V










Content Area
Specialists
Project Pilot Group
PAGE | 6
Project Management
Quality Management
Training
Quality Management
Requirements Management
Operating Environment
Development Environment
Software Development
System and Acceptance Testing
Data Management
 Operations Oversight
They will serve on the steering committee and provide Ad Hoc
support as needed to every phase of the project.
Highly motivated and competent stakeholders that will test and pilot
the new Direct Certification System and related Student Nutrition
web-based processes.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
2.2.3 ORGANIZATIONAL BOUNDARIES, INTERFACES AND RESPONSIBILITIES
Executive Sponser
NMPED Secretary Designate Hanna Skandera
Project Director
Michael Archibeque, CIO
Project
Management
IT Project
Manager
Program
Manager
Lisa Hamilton
TBD
Internal Support
IT Direct Cert
Staff
Program Staff
External Support
IV & V
Content Area
Experts
Pilot Group
Legend/Description
Interface and shared work/responsibilities of the internal core project team.
Interface for the IT PM, PM and PD.
Interface for External and Internal Project Support.
PAGE | 7
Stakeholders
Committee
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
2.3 EXECUTIVE REPORTING
All documentation for the Direct Certification Project will reside in a project document library
created on the SharePoint System.
Deliverable/
Communication
Recipient
Delivery
Method
Frequency
Responsible
Party
Project Status
NMPED
Written
Monthly
SNB Project
Manager
DoIT Monthly
Project Report
DoIT
Email
Monthly
PED IT Project
Manager
IV&V Reports
DoIT, Executive
Sponsor, Steering
Committee
Email
Monthly
IV&V Vendor
Weekly Project
Status
Project Team
Members/Project
Director
Email/Face-to- Weekly
Face/conference
call
Project Team
Members
Advisory Forum
Meeting
Advisory Forum
Members,
Executive
Sponsor
Face-to-Face
Bi-Monthly
Project Team
Members/IT
Project Manager/
Program Manager
Special
Communication
As needed
As needed
As needed
As needed
3.0 SCOPE
3.1 PROJECT OBJECTIVES
3.1.1 BUSINESS OBJECTIVES
NUMBER
DESCRIPTION
BUSINESS
OBJECTIVE 1
Increase the match accuracy for the Direct Certification of free and reduced
meal eligible students.
RATIONALE
Since 2009 until 2011 the average accuracy rate has been 63%. The USDA
requires at a minimum, an 80% rate to ensure our state’s eligibility for
basic and supplemental USDA funding.
ACCEPTANCE
CRITERIA
The USDA required Benchmarks for this project are:
PAGE | 8



80% for 2011-2012
90% for 2012-2013
95% for 2013-2014
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
NUMBER
DESCRIPTION
BUSINESS
OBJECTIVE 2
Increase participation of LEAs, private and BIE schools in the use of Direct
Certification Data.
RATIONALE
The current decentralized system does not readily enable a
measurement of certification at the local level.
ACCEPTANCE
CRITERIA
The user logs of the Direct Certification System will record
BUSINESS
OBJECTIVE 3
Present Student Nutrition Information in a comprehensive and centralized
way to stakeholders.
RATIONALE
The data for the direct certification students as well as other data sets exists
in a variety of formats depending on the decisions of the local program.
ACCEPTANCE
CRITERIA
The Direct Certification System is a central database that will receive and
exchange data from HSD, CYFD, NMPED STARS database and local
student nutrition programs. We can query data and generate verification,
exception and other types of reports to validate the data.
BUSINESS
OBJECTIVE 4
Provide a portal that will assist in student nutrition program planning,
implementation, and evaluation at the state and local level.
RATIONALE
The Student Nutrition Program offers two separate modules. The Direct
Certification would be the third. We seek to maximize all modules by
having a single portal.
ACCEPTANCE
CRITERIA
All modules will meet interoperability requirements.
participation.
3.1.2 TECHNICAL OBJECTIVES
NUMBER
DESCRIPTION
TECHNICAL
OBJECTIVE 1
To provide an interface to a two-tier matching system. This interface will
afford the user a means to retrieve both automated (first tier) and
probabilistic matching students.
BUSINESS
OBJECTIVE 1
Increase the match accuracy for the Direct Certification of free and reduced
meal eligible students.
TECHNICAL
OBJECTIVE 2
The matching application will be made available to all LEAs, as well as
training and focus groups, which will contribute to the success and
acceptance of the application.
BUSINESS
OBJECTIVE 2
Increase participation of LEAs, private and BIE schools in the use of Direct
Certification Data.
PAGE | 9
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
NUMBER
DESCRIPTION
TECHNICAL
OBJECTIVE 3
Identify all stakeholders and organize change management, steering, and
user-training committees as required.
BUSINESS
OBJECTIVE 3
Present Student Nutrition Information in a comprehensive and centralized
way to stakeholders.
TECHNICAL
OBJECTIVE 4
To integrate the three main Student Nutrition Bureau applications –
Decision Support Toolkit, Student Nutrition Claims, and the new Direct
Certification software – via the STARS data warehouse. The District and
Location Codes created in STARS will be mapped to the location
information of the three applications. The goal is to create a seamless
experience for the end users and provide a standard means of integration.
BUSINESS
OBJECTIVE 4
Provide a portal that will assist in student nutrition program planning,
implementation, and evaluation at the state and local level.
3.2 PROJECT EXCLUSIONS
The Direct Certification Grant awarded to the New Mexico Public Education Department
(NMPED) by the Us Department of Agriculture is intended 1) develop an centralized electronic
environment that will support the certification of students that are directly eligible for free or
reduced meals based on status that is determined by data collected from the New Mexico Human
Resources Department and the Children Youth and Families Division (CYFD); 2) share this data
daily with the state and Local Education Agencies (LEA), private schools and Bureau of Indian
Education (BIE) schools so that we can; 3) ensure that more of New Mexico’s neediest students
are served meals at no cost; 4) integrate the Direct Certification Process with existing systems to
achieve a single Student Nutrition Portal. All data, processes and systems that do not meet the
criteria outlined in items 1-4 above, fall outside the scope of this project.
3.3 CRITICAL SUCCESS FACTORS
NUMBER
DESCRIPTION
QUALITY METRIC 1
PERFORMANCE TO SCHEDULE
QUALITY METRIC 2
PERFORMANCE TO BUDGET
QUALITY METRIC 3
QUALITY OF DELIVERABLES
PAGE | 10
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
4.0 PROJECT DELIVERABLES AND METHODOLOGY
4.1 PROJECT MANAGEMENT LIFE CYCLE
Phase
Summary of Phase
Key Deliverables
Initiating
Project Charter approved.
Project Charter
Authorization to proceed with
planning.
Project Scope
Business Requirements
Business Case
Assumptions
Constraints
Planning
Approved Project Plan
Project Plan
Critical success factors
Work Break down Structures
Project Schedule
Controlling
Design Completed, Tested and Performance/Status Reports
Modified iteratively until
Corrective Action
system requirements are met.
Measurement Metrics
Pilot of system will provide
additional system performance Plan Change Requests
metrics that could lead to
Product Change Request
deployment or product
Risk Management
changes.
Issues Management
Execution
Project Deliverables
Completed
Actual efforts
Deliverable or Product
Acceptance
Deliverable or Product
Acceptance
Closing
Project Deliverables
completion
Lessons Learned
PAGE | 11
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
4.1.1 PROJECT MANAGEMENT DELIVERABLES
Project Deliverables are work products or artifacts that are driven by the project management
methodology requirements and standard project management practices regardless of the product
requirements of the project.
4.1.1.1 [Project Specifications]
Description - Work with various
entities/stakeholders to develop
specifications for use across
systems involved in the Direct
Certification work process. This
deliverable should provide a
detailed report that supports
program and IT staff in attaining
the next phase of the project.
Deliverable Acceptance Criteria – The artifact will support
development of the System Design Documents.
Standards for Content and Format – Written report with Visio
Diagrams.
Quality Review - Stakeholders will review and finalize final
project specifications.
4.1.1.2 [Acquire Source Code]
Description – After reviewing state
domain Direct Solutions, the Core
Work Group will select a source
and acquire it.
Deliverable Acceptance Criteria – The code can be utilized
and modified.
Standards for Content and Format – QA Report
Quality Review – Core Work Group and IV & V will
evaluate.
4.1.1.3 [Project Management Plan]
Description – A detailed Project
Management Plan will be
developed with the requisite
features essential to implementing
and managing all aspects of the
project.
Deliverable Acceptance Criteria – The Work Breakdown
Schedule, Project timelines and project milestones will be
completed with minimum adjustments for risks mitigated
through the Risk management process.
Standards for Content and Format – PCC and USDA Project
Reports
Quality Review – Core Work Group and IV & V will
evaluate.
4.1.1.4 [Training Program and Materials]
Description – Once the Product
Deliverables have been achieved, a
training program, timeline and
materials will be developed for full
deployment.
PAGE | 12
Deliverable Acceptance Criteria – All artifacts, materials,
modules and methods for training end and internal users will
be complete.
Standards for Content and Format – Training plan will meet
Project Management Standards.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
Quality Review – Core Work Group and IV & V will
evaluate.
4.1.2 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
Complete the following table to identify the deliverables this project is to produce, and to name
the person or persons who have authority to approve each deliverable.
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
DATE
APPROVED
PRJ-DEL-001
Project Certification
PCC
8/22/12
PRJ-DEL-002
Project Management Plan (PMP)
PCC
4.1.3 Deliverable Acceptance Procedure
The acceptance procedure will follow the PMP timeline for deliverables which includes scope contingencies for
rework, issues, and any other modifications required due to deficiencies in a deliverable. A formal Deliverable
Acceptance From will be utilized. (Attachment C)
4.2 PRODUCT LIFE CYCLE
Phase
Summary of Phase
Key Deliverables
Planning
Objective activities and
development of a detailed
software requirements
specification (SRS) document.
The requirements will be
based on modification of
existing probability matching
software. Design
documentation will be
conducted utilizing an
iterative AGILE methodology.
SRS and initial Software
Design Document (SDD).
Implementation, testing and
documenting
Assignment and
implementation of code
modules will be conducted.
Testing of these modules will
take place based on the
developed test plan. Internal
developer and system
documentation will be written.
Code written and tested.
Deployment and maintenance
Product will be deployed to
Deployment of product to all
PAGE | 13
System documents, and
required developer documents
(i.e., Application
Programming Interface) will
be written.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
SFAs in phases. Maintenance
of product (debugging,
revisions, etc.) will be
conducted.
SFAs. Maintained and
revisions conducted as
required.
4.2.1 TECHNICAL STRATEGY
The technical strategy will be the following:

Ensure the product is sustainable by NMPED IT Bureau

Ensure the product’s usability by the stakeholders

Ensure the product meets current and future DC achievement goals.
4.2.2 PRODUCT AND PRODUCT DEVELOPMENT DELIVERABLES
4.2.2.1 [System Specification Requirements]
The SSR will be written with
detailed requirements so that all
team members will have a
comprehensive understanding of
what is to be designed. An initial
System Design Documents will be
developed.
Deliverable Acceptance Criteria - Comprehensive
understanding by team members.
Standards for Content and Format - As outlined in the SSR and
SDD templates.
Quality Review - The documents will be reviewed by the Project
Manager for coherency and content.
4.2.2.2 [Test Plan]
Description – A detailed test plan
Deliverable Acceptance Criteria – Comprehensive
will be written which will feature
understanding by team members.
all phases of testing, including unit,
Standards for Content and Format – As defined by the IEEE
alpha, and beta.
829-2008 documentation.
Quality Review - The documents will be reviewed by the
Project Manager for coherency and content.
4.2.2.3 [Development of Code Modules]
Description – Utilizing MS Visual
Studio 2010, code modules will be
written and have passed unit
testing.
PAGE | 14
Deliverable Acceptance Criteria – Code modules have passed
unit testing. Application is functioning as initially expected.
Standards for Content and Format – Code reviews and
utilization of the content and format features provided by
TFS.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
Quality Review – As documented in the Test Plan (see
above).
4.2.2.4 [Quality Assurance]
Description – Based on the Test
Plan, all testing phases will be
conducted and have passed.
Modifications will have been made
based on alpha and beta testing.
Deliverable Acceptance Criteria – Acceptance testing (both
alpha and beta) will have occurred and the application will be
approved for deployment.
Standards for Content and Format – As defined in the test
plan (above).
Quality Review – As documented in the Test Plan (see
above).
4.2.2.5 [Deployment]
Description – The product will be
deployed in three phases base on
SFA user technical knowledge and
capability (first phase will be the
SFAs which are most
knowledgably and capable).
Training of internal staff and SFAs
will take place in parallel.
Deliverable Acceptance Criteria – Acceptance testing (both
alpha and beta) will have occurred and the application will be
approved for deployment.
Standards for Content and Format – As defined in the test
plan (above).
Quality Review – As documented in the Test Plan (see
above).
4.2.3 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
DELIVERABLE
NUMBER
APPROVERS (WHO
CAN APPROVE)
Direct Cert–
4.2.2.1
SRS
Direct Cert–
4.2.2.2
Test Plan
Direct Cert–
4.2.2.3
Development of Code Modules
Lisa Hamilton
Mike Archibeque
Lisa Hamilton
Mike Archibeque
Kevin Adkins
Lisa Hamilton
Mike Archibeque
Direct Cert–
4.2.2.4
Quality Assurance
Kevin Adkins
Lisa Hamilton
Mike Archibeque
PAGE | 15
DATE
APPROVED
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
DELIVERABLE
NUMBER
Direct Cert–
4.2.2.5
APPROVERS (WHO
CAN APPROVE)
Deployment
DATE
APPROVED
Lisa Hamilton
Mike Archibeque
4.2.4 DELIVERABLE ACCEPTANCE PROCEDURE
We will use an acceptance criteria matrix for each phase of the testing. The matrix will be based
on the accomplishment of the functionality for each of the detailed specification requirements.
PAGE | 16
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.0 PROJECT WORK
5.1 DETAILED WORK BREAKDOWN STRUCTURE (WBS)
Identifier
1.1
1.2.1
Work Package
Description
Initiation
Planning
Definition
Objective
Develop Project Charter
Determine Project Team
Milestone/Deliverable
Approved Project Charter
Documentation of Team Members
1.2.2
Planning
IV & V Contract
Approved IV & V Contract
1.2.3
Planning
Timeline
1.2.4
Planning
Develop Project
Timeline
User Requirement
Documents
1.2.5
Planning
Develop a
Communication Plan
Communication Plan
1.2.6
Planning
Identify System
Requirements
System Requirements in PMP
System Requirements Document
1.3.1
Execution
Develop PMP
Approved Project Management Plan
1.3.2
Execution
Design
Software Design Document
1.3.3
Execution
Build
Code written. Assignment and
implementation of code modules will be
conducted.
1.3.4
Execution
Test
Testing of these modules will take place
based on the developed test plan.
Internal developer and system
documentation will be written.
1.3.5
Execution
Deploy
Pilot - Deployment of product to all SFAs.
1.3.6
Execution
Deploy
Debugging, revisions and maintenance
1.3.7
Execution
Analyze
IV & V Documents (Analysis of Pilot,
User Logs, Technical Support Logs,
Overall Use-ability)
PAGE | 17
Requirement Documents
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
1.3.8
Execution
Analyze
1.3.9
Execution
Analyze
1.3.10
Execution
Ongoing Project
Management
Updated Project Management Plan and
Status Reports
1.3.11
Execution
Project Team and User
Group Forum Meetings
Project Status Reports
1.3.12
Execution
Develop Training
Materials
Approved Training Materials
1.3.13
Execution
Develop User Survey
Complied results of user survey
1.3.14
Execution
Deploy/Train
Train larger user base
1.4.1
Control
Analyze
Administer User Survey
1.4.2
Control
Analyze
IV & V Documents (Analysis of
Implementation Survey Results, User
Logs, Technical Support Logs, Overall
Use-ability)
1.4.3
Control
Analyze
Project Team and User Group Forum
Analysis of Training, Implementation and
Results, User Logs, Technical Support
Logs)
1.4.4
Control
Ongoing Communication User Webinars and Online Forums and
to Users
Wikis
1.4.5
Control
Training
Training Newsletters and Webinars
1.4.6
Control
Risk Management
Risk Management Reports
1.4.7
Control
Project Sustainability
Project Sustainability Reports
1.5.1
Closeout
Gain Formal Acceptance Formal Acceptance
1.5.2
Closeout
Lessons Learned
Meeting
Documentation of Lessons Learned
1.5.3
Closeout
File Management
Archive Files/Documents
1.5.4
Closeout
Fiscal
Audit Procurement
PAGE | 18
Project Team and User Group Forum
Analysis of Pilot, Implementation and
Results, User Logs, Technical Support
Logs)
Results of Pilot can lead to 1.3.13
(Deploy to larger user base) or a return to
1.3.3 (build) and 1.3.4 (test)
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
1.5.5
Closeout
Final Step
Formal Acceptance
5.2 SCHEDULE ALLOCATION - PROJECT TIMELINE
Identifier
Task/Activity Name
Resource Name
Mile
stone
(Y/N)
Effort
Duration
Start
Finish
Dependent
Task
Task 1
Project Cert
Y
2 weeks
08/06/12
08/22/12
none
Task 2
Project Management Plan
Michael
Archibeque
Lisa Hamilton,
Kevin Adkins
Y
08/31/12
10/12/12
Task 1
Task 3
IV & V Selected and Contract
Y
08/31/12
Task 4
MOU NMHSD and NMPED
Task 5
MOU NMCYFD and NMPED
Task 6
Task 7
Acquire IT Programming/Database Support
position(s)
Student Nutrition Bureau Program position
Task 8
Acquire existing matching software.
Task 9
Write and approve SRS.
Michael
Archibeque
Michael
Archibeque and
Stakeholders
Michael
Archibeque and
Stakeholders
Michael
Archibeque
Michael
Archibeque
All
Stakeholders.
Kevin Adkins,
Lisa Hamilton
Task 10
Begin initial draft of SDD.
Task 11
Task 1
Y
none
Y
none
Y
08/01/12
none
Y
08/01/12
10/01/12
None
N
3
months
2 weeks
11/01/12
11/01/12
Task 1
Lisa Hamilton
TBD
Y
2 weeks
11/01/12
11/01/12
Task 9
Begin developing code modules; begin
iterations of code development and software
design documentation.
All team
members.
N
6
Months
12/01/12
06/01/13
Task 10
Task 12
Unit testing of code modules.
Y
1 month
07/01/13
08/01/13
Task 11
Task 13
Alpha (in-house) testing of application.
N
2
months
08/01/13
09/01/13
Task 12
Task 14
Beta testing of application.
All team
members.
Student
Nutrition Bureau
staff; all team
members.
SFAs (3 to 5);
all team
members.
N
3
months
10/01/13
12/01/13
Task 13
Task 15
Task 16
Develop Training Program and Materials
Release of application; begin roll-out phases;
Training of SFAs in parallel.
All team
members.
Y
6
months
01/01/14
06/01/14
Task 15
Task 17
Ongoing maintenance and support.
All team
members.
N
Ongoing
N/A
N/A
none
PAGE | 19
Y
none
none
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.3 PROJECT BUDGET
Identifier
Work Package or Budget Category
Direct Cert–-Budget Item 1
IV & V Selected and Contract
Direct Cert–-Budget Item 2
Acquire IT Programming/Database Support
position(s) (2 positions)
$340,000
Direct Cert–-Budget Item 3
Student Nutrition Bureau Program position
Acquire existing matching software, cost
could be incurred if we use the state domain
vendor to provide customization
Purchase Hardware and Development
Software
$240,000
Direct Cert– Budget Item 4
Direct Cert– Budget Item 5
Direct Cert– Budget Item 6
Cost
$30,000
$0
$54,000
$20,000
Training
Total
$684,000
5.4 PROJECT TEAM
5.4.1 DIRECT CERTIFICATION CORE PROJECT TEAM
Michael
Archibeque,
CIO
Project Director
Project
Management
IT Project
Manager
Program
Manager
Lisa Hamilton
TBD
Internal Support
IT Direct Cert
and IT Staff
Program Staff
External Support
PAGE | 20
Stakeholders
Committee
Pilot Group
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.4.2 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE
RESPONSIBILITY
Project Manager
Achieves operational
Lisa Hamilton
objectives by contributing
information and
recommendations to
strategic plans and reviews;
preparing and completing
action plans; implementing
production, productivity,
quality, and customerservice standards;
resolving problems;
identifying trends;
determining system
improvements;
implementing change.
Information
Technology,
Project
Management
Technical Lead
Provides technical
leadership and assumes
overall accountability for a
successful implementation
phase on all client projects.
Oversees developers,
ensures solutions are
properly architected and
specified.
Utilizing MS Visual Studio
2010 and MS SQL Server
2010 R2, develop code
modules for probability
matching application.
Kevin Adkins
Information
Technology,
Application and
Database
development
Application
Developer
Utilizing MS Visual Studio
2010 and MS SQL Server
2010 R2, develop code
modules for probability
matching application.
TBD
Information
Technology,
Application
development
PAGE | 21
NAME
FUNCTIONAL
AREA
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL
AREA
Application
Developer
Utilizing MS Visual Studio
2010 and MS SQL Server
2010 R2, develop code
modules for probability
matching application.
TBD
Information
Technology,
Application
development
Business Analyst
Communicate and
Brian Salter
collaborate with external
and internal stakeholders to
analyze information needs
and functional
requirements and deliver
the following artifacts as
needed:
 Functional
requirements
 Business
Requirements
 Use Cases
 GUI
 Screen and Interface
designs
Information
Technology,
Application
/Database
development and
determine
Business
requirements
System Architect
Overall design - the
blueprints which provide
the map.
High level planning for the
development - overall steps
for creation of the solution
from the blueprints
Integration constraints rules and constraints for all
components going into the
solution.
Information
Technology,
Application
/Database
development and
determine System
Requirements
PAGE | 22
Andy Hutton
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.5 STAFF PLANNING AND RESOURCE ACQUISITION
5.5.1 PROJECT STAFF
Cost
Estimate
Estimated
Hours
Project Manager
N/A
(NMPED
Internal)
930
Currently
Project
employed by Management,
NMPED.
Interpersonal,
Behavioral and
Technology
Management
Skills.
Management of the
project, which includes
adherence to timelines,
oversight of team
members, review of
documentation, and
collaboration with
stakeholders.
Technical Lead
N/A
(NMPED
Internal)
1550
Currently
Team
employed by leadership and
NMPED.
MS .NET web
application/
MS SQL
Server
database
development.
Product documentation,
oversight of team
members, and
application/database
development.
Application Developer (2)
$340,000
2000
Vendor
dependent.
Product documentation
and application/database
development.
Business Analyst
N/A
(NMPED
Internal)
400
Currently
Interpersonal/b Gathering and
employed by ehavioral skills documenting functional
NMPED.
and MS .NET
and business
web
requirements, and use
application/
case scenarios. Also
MS SQL
application development.
Server
database
development.
System Architect
N/A
(NMPED
Internal)
400
Currently
employed by
NMPED.
Resource
PAGE | 23
Availability
Skill Set
MS .NET web
application/
MS SQL
Server
database
development.
Work Product/Deliverable
Oversight of application
integration and
application/database
development.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
5.5.2 NON-PERSONNEL RESOURCES
Resource
Cost
Estimate
Estimated
units/hours
$20,000
Availability
Source
Work Product/Deliverable
8
Currently
available.
NMPED
Server set up and functioning
properly at DOIT.
Operating System Licenses $3,000
4
Currently
available.
NMPED
Installed on servers and
functioning properly.
SQL Server Licenses
$15,000
8
Currently
available.
Microsoft
Installed on severs and
developer laptops and
functioning properly.
VM Licensing
$18,000
8
Currently
available.
Vendor to
Installed on servers and
be
functioning properly.
determined.
Staff Support Laptops HP
Elite Book
8560
$8,000
N/A
Currently
available.
HP
Purchased and functioning
properly.
MS Visual Studio 2012
N/A (have
licenses)
8
Currently
available.
NMPED
Installed on personal
computers and functioning
properly.
Production/Application
Servers
5.6 PROJECT LOGISTICS
5.6.1 PROJECT TEAM TRAINING
Resource
Cost
Estimate
Estimated
Hours
New Horizons
$10,000
New Horizons
$10,000
PAGE | 24
Availability
Skill Set
Work Product/Deliverable
40
Available in
Albuquerque.
Manager
Project Management
Planning
40
Available in
Albuquerque.
Developer MS SharePoint 2010
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.0 PROJECT MANAGEMENT AND CONTROLS
6.1 RISK AND ISSUE MANAGEMENT
6.1.1 RISK MANAGEMENT STRATEGY
The Project management plan will be entered into Microsoft Project and monitored weekly for
issues/risks. The following table will be used to rate the issue/risk. The weekly project report will
include the risk identification schema as shown below.
6.1.2 PROJECT RISK IDENTIFICATION
Impact Levels:
Risk Description
Very High
Probability
Levels:
Certain
Expected
Likely
Possible
Unlikely
High Medium
1
2
Low Very Low
3
4
5
1
2
3
4
5
6.1.3 PROJECT RISK MITIGATION APPROACH
We will follow the Risk Management Process as suggested by DoIT on page 27 of the PMP
Workbook.
6.1.4 RISK REPORTING AND ESCALATION STRATEGY
The weekly project report will include issue/risk identification for each item.
6.1.5 PROJECT RISK TRACKING APPROACH
We will follow the Risk Tracking Log as suggested by DoIT on page 28 of the PMP Workbook.
6.1.6 ISSUE MANAGEMENT
We will follow the Risk/Issue Management Log template as suggested by DoIT on page 28 of
the PMP Workbook with modifications to include:

6.1.6.1 Internal Issue Escalation and Resolution Process

6.1.6.2 External Issue Escalation and Resolution Process
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
The IV & V Contractor, Cognoscenti will be conducting their review and producing monthly
reports to DoIT.
PAGE | 25
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.3 SCOPE MANAGEMENT PLAN
Microsoft Project and a Microsoft Share Point Direct Certification Project Site will be used to
manage scope and engage stakeholders.
6.3.1 Change Control
6.3.1.1 Change Control Process
We will use the Direct Certification Microsoft Share point Project Site to describe, document and
seek approval for changes.
6.3.1.2 Change Control Board (CCB)
Within the Direct Certification Microsoft Share point Project Site a web part will allow for the
formal approval of a proposed change by role or user level.
6.4 PROJECT BUDGET MANAGEMENT
Use an appropriate format for the project size and customer requirements (e.g., by WBS,
milestone, or deliverable).
6.4.1 BUDGET TRACKING
PAGE | 26
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.5 COMMUNICATION PLAN
Communications
Frequency
As needed
Bi-Weekly
Weekly
Monthly
Upon Document
Publications
As needed
Communications
Media
Lead Agency
Publications
Documents /
Presentations
Electronic Mail
Web Site
Training Materials
Voice Mail
As needed
Tele/Video meeting
Meeting Frequency
determined by type
Meetings
Meeting Type
Team Leads Meeting
Individual Team Meeting
Project Core Meeting
Leadership Committee Meeting
Steering Committee Meeting
Monthly Extended Team Status
Executive Update
All hands meeting
Orientation meeting
Team Training Meeting
Daily
Daily
Weekly
Weekly
Monthly
Monthly
Monthly
Quarterly
One time
One time
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)
6.6.1 BASELINES
Project Area
Category
Measure
Primary Goal
Milestone
90% matching of categorically
eligible children in Student
Nutrition Programs
Secondary Goal
Milestone
Integration of all current
Student Nutrition Systems
(claims, applications, menu
certification, etc)
PAGE | 27
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.7 QUALITY OBJECTIVES AND CONTROL
6.7.1 QUALITY STANDARDS
Utilizing the Institute of Electrical and Electronics Engineers (IEEE) 829-2008 standard, the following
documents will be produced:
No.
1
Quality Standard
Test Plan: management planning document that shows:

How the testing will be done, including system under test
(SUT) configurations.

Which team member(s) will be testing.

What software will be tested.

Length of time for testing.

The quality level which is required.
• Document developed
and distributed to
team members. Team
members’
comprehensive
understanding of plan.
2
As software modules are developed and initially debugged by team
members. Unit testing will be conducted to
ensure that code meets its design and behaves as intended.
• Unit testing is
accomplished and the
application is
functioning as initially
expected per the test
plan.
3
Upon development of all modules and unit testing conducted,
Acceptance testing will begin in-house utilizing the Student Nutrition
Bureau (SNB) staff. Iteration of testing and modifications to the software
will take place. Test logs will be maintained which reflect problems and
remedies.
• Application has been
accepted by the SNB
staff and acceptance
requirements met.
4
Beta sites (3 to 5) will be selected. These School Food Authority (SFA)
sites will be selected based on a user matrix to ensure that we have a
variety of technical knowledge and capability. Iteration of testing and
modifications to the software will take place. Test logs will be
maintained which reflect problems and remedies.
• Application has been
accepted b the SFA
staff and acceptance
requirements met.
5
Test Summary Report: this report will provide any important information
uncovered by the tests accomplished, and include assessments of the
quality of the testing effort, the quality of the software system under test,
and statistics derived from incident reports.
The report will also reflect what testing was done and how long it took, in
order to improve any future test planning. This final document will be
used to indicate whether the software system under test is fit for purpose
according to whether or not it has met acceptance criteria defined by
project stakeholders.
PAGE | 28
Tracking Tool or Measure
• Application has been
accepted by all
stakeholders and
acceptance
requirements met.
Surveys will be taken
to establish users’
overall experience
with the product.
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.7.2 PROJECT AND PRODUCT REVIEW AND ASSESSMENTS
Review Type
Quality Standard
Tools
Reviewer
Reports
Requirements
1. User
requirements
2. Reporting
requirements
3. System and
Integration
Requirements
4. Security
Requirements
5. User Interface
requirements
Staff/Software
Project Director
IT Project Manager
IT Staff
IV & V
Project Reports
User Diagrams
System and
Integration Diagrams
Security Diagrams
User Interface Mockups
Plans
Project
Management plan
Communication
Plan
Word, Excel, MS
Project, and MS
Share point
Project Director
IT Project Manager
IT Staff
PCC/DoIT
Project Reports
Milestones
Timeline
MS Project
Project Director
IT Project Manager
IT Staff
IV & V
Project Reports
Testing
Test/Pilot
Testing Environment
Project Director
IT Project Manager
IT Staff
IV & V
Test Summary
Report
6.7.3 Agency/Customer Satisfaction
Areas of feedback
When
How Often
Agency awareness
Executive Team Meetings
General Staff Meetings
Weekly
Core Work Group meetings
Stakeholder meetings
Bi-weekly
Core Work Group meetings
Bi-weekly
Stakeholder meetings
Monthly
Core Work Group meetings
Bi-weekly
Stakeholder meetings
Monthly
Quality of communications
Manages project tasks
Productive Meetings
PAGE | 29
Quarterly
Monthly
PROJECT MANAGEMENT PLAN FOR [PROJECT NAME]
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS
Deliverable
Final Approval Process
Customer Acceptance Criteria
Source Code
Control Board
Stable Functional Code
6.8 CONFIGURATION MANAGEMENT
Utilizing an isolated approach, each developer will create a virtual directory within the IIS
running on their own development computer. This approach will have each developer retrieve or
check out files from the central Visual SourceSafe VSS database and onto their local machine.
The developer will edit, debug, and test everything on their local machine, and once everything
is working, they will then check the file(s) back into the central location for other developers to
retrieve.
6.8.1 VERSION CONTROL
MS Team Foundation Server (TFS) 2010 will be utilized for version control. This will allow
more than one developer to work on a module through use of the TFS merge functionality.
Other features include:

Enhance transparency and collaborate more effectively to product quality code using
Code Review.

Integrate testing into the developer workflow using Test Explorer.

Find duplicated code in a solution with Code Clone Analysis.

Review Web requests in IntelliTrace recordings for ASP.NET Web applications.

Easily debug code generated from text templates. Quickly customize the code generator
by writing Visual Studio extensions.

Conduct exploratory test sessions.

Locate, view, and edit your test methods, UI actions and their associated controls in the
UI control map.

Quickly track your test plan progress using the Results tab in Microsoft Test Manager.

Clone test plan to work on different releases in parallel.
6.8.2 PROJECT REPOSITORY (PROJECT LIBRARY)
An existing SharePoint 2010 server will store all project documentation including the project plan, project
schedule, and all related reports/logs.
6.9 PROCUREMENT MANAGEMENT PLAN
We will follow the DoIT and NMPED Procurement Procedures.
7. 0 PROJECT CLOSE
We will utilize the DoIT recommended templates and guidelines for project close.
 7.1 ADMINISTRATIVE CLOSE
 7.2 CONTRACT CLOSE
PAGE | 30