Enterprise measurements for program and project management Modified January 19, 2015

Page 1 Enterprise measurements for program and project management

Table of contents Improvement area Release date

1. Reporting milestones January 2015

2. Performance reporting February 2015

3. Issue management February 2015

4. Lessons learned February 2015

Appendix: Performance reporting tools

Page 2 Enterprise measurements for program and project management

1 Reporting milestones

Page 3 Enterprise measurements for program and project management

Key initiatives

1) Less than 15% have evidence of desired outcome

Baseline data assumptions

Evidence of compliance at GPMO monthly reviews of PROD and KIRT

Target metric

Time frame Target1

FY15 Q4 75%

FY16 Q1 90%

Desired outcome ► This evidence will prove that IT programs/projects are using Reporting Milestones for improved program/project

control resulting in enhanced service delivery performance. Evidence that: 1) Mandatory Reporting Milestones are listed on monthly performance report with all required information complete 2) Get to green (GTG) plans are documented for every Reporting Milestone RAG reported as “amber” and “red”

Data source and reporting ► Program Review and Oversight Dashboard (PROD ) and Key Initiatives Reporting Tool (KIRT) will be used to measure compliance

for reporting milestones.

Reporting milestones Key initiatives

(1) Once the target is met, the organization should continue to strive to maintain or exceed the target. If the data falls below the target, root cause analysis will be performed to understand and address the undesired result.

Page 4 Enterprise measurements for program and project management

Programs and projects

1) At the inception of the Functional Performance Reporting Tools, less than 10% will have evidence of desired outcome

Baseline data assumptions

Evidence of compliance

Target metric

Time frame Target1

FY16 Q1 50%

FY16 Q2 75%

FY16 Q3 90%

Desired outcome ► This evidence will prove that IT programs/projects are using Reporting Milestones for improved program/project

control resulting in enhanced service delivery performance. Evidence that: 1) Mandatory Reporting Milestones are listed on monthly performance report with all required information complete 2) Get to green (GTG) plans are documented for every Reporting Milestone RAG reported as “amber” and “red”

Data source and reporting ► The Functional Performance Reporting Tools (FPRTs) will be used to measure compliance for reporting milestones.

Reporting milestones Programs and projects

(1) Once the target is met, the organization should continue to strive to maintain or exceed the target. If the data falls below the target, root cause analysis will be performed to understand and address the undesired result.

Page 5 Enterprise measurements for program and project management

2 Performance reporting

Page 6 Enterprise measurements for program and project management

Key initiatives

1) Less than 40% have evidence of desired outcome

Baseline data assumptions

Evidence of compliance at GPMO monthly reviews of PROD and KIRT

Target metric

Time frame Target1

FY15 Q4 75%

FY16 Q1 90%

(1) Once the target is met, the organization should continue to strive to maintain or exceed the target. If the data falls below the target, root cause analysis will be performed to understand and address the undesired result.

Desired outcome ► This evidence will prove that IT programs/projects are using performance reporting for improved program/project

control resulting in enhanced service delivery performance. Evidence that each performance report : 1) Has been validated and submitted on time 2) Provides get to green (GTG) plans for every RAG (e.g., benefits, schedule, etc.) reported as “amber” and “red” 3) Provides “Top 3 Issues” and “Top 3 Risks” 4) Provides financial data for “Baseline FY,” “Current Year ATD,” and “Current Year ETC”

Data source and reporting ► Program Review and Oversight Dashboard (PROD ) and Key Initiatives Reporting Tool (KIRT) will be used to measure compliance

for performance reporting.

Performance reporting Key initiatives

Page 7 Enterprise measurements for program and project management

Programs and projects

1) At the inception of the Functional Performance Reporting Tools, less than 50% will have evidence of desired outcome

Baseline data assumptions

Evidence of compliance

Target metric

Time frame Target1

FY16 Q1 75%

FY16 Q2 90%

Desired outcome ► This evidence will prove that IT programs/projects are using performance reporting for improved program/project

control resulting in enhanced service delivery performance. Evidence that each performance report: 1) Has been validated and submitted on time 2) Provides get to green (GTG) plans for every RAG (e.g., benefits, schedule, etc.) reported as “amber” and “red” 3) Provides “Top 3 Issues” and “Top 3 Risks” 4) Provides financial data for “Baseline FY,” “Current Year ATD,” and “Current Year ETC”

Data source and reporting ► The Functional Performance Reporting Tools (FPRTs) will be used to measure compliance for performance reporting.

Performance reporting Programs and projects

(1) Once the target is met, the organization should continue to strive to maintain or exceed the target. If the data falls below the target, root cause analysis will be performed to understand and address the undesired result.

Page 8 Enterprise measurements for program and project management

3 Issue management

Page 9 Enterprise measurements for program and project management

Key initiatives

1) Assuming 25% are using issue logs and reporting on Top 3 Issues

Baseline data assumptions

Evidence of compliance at methodology compliance reviews or quality reviews

Target metric

(1) Once the target is met, the organization should continue to strive to maintain or exceed the target. If the data falls below the target, root cause analysis will be performed to understand and address the undesired result.

Desired outcome ► This evidence will prove that IT programs/projects are using an issue management process for improved

program/project control resulting in enhanced service delivery performance. Evidence that 1) There is an issue log for the program/project 2) “Top 3 Issues” are being reported on the monthly performance report (PROD/KIRT) where there is traceability back to the issue log (i.e., each issue has a unique reference ID from the issue log or the issue is actually logged in the issue log)

Data source and reporting ► The system of record for program/project management in IT Services varies by program/project so there is no single source to measure

compliance for issue logs. Program/project managers will be asked to provide the source and access to information for each review. ► Program Review and Oversight Dashboard (PROD ) and Key Initiatives Reporting Tool (KIRT) will be used to measure compliance

for the Top 3 Issues.

Issue management Key initiatives

Time frame Target1

FY16 Q1 75%

FY16 Q2 90%

FY16 Q3 90%

Page 10 Enterprise measurements for program and project management

Programs and projects

1) Assuming 25% are using issue logs 2) At the inception of the Functional Performance

Reporting Tools, less than 25% will have evidence of desired outcome

Baseline data assumptions

Evidence of compliance at methodology compliance reviews or quality reviews

Target metric

Desired outcome ► This evidence will prove that IT programs/projects are using an issue management process for improved

program/project control resulting in enhanced service delivery performance. Evidence that: 1) There is an issue log for the program/project 2) “Top 3 Issues” are being reported on the monthly performance report (FPRTs) where there is traceability back to the issue log (i.e., each issue has a unique reference ID from the issue log or the issue is actually logged in the issue log)

Issue management Programs and projects

(1) Once the target is met, the organization should continue to strive to maintain or exceed the target. If the data falls below the target, root cause analysis will be performed to understand and address the undesired result.

Time frame Target1

FY16 Q1 50%

FY16 Q2 75%

FY16 Q3 90%

Data source and reporting ► The system of record for program/project management in IT Services varies by program/project so there is no single source to measure

compliance for issue logs. Program/project managers will be asked to provide the source and access to information for each review. ► The Functional Performance Reporting Tools (FPRTs) will be used to measure compliance for Top 3 Issues.

Appendix: Performance reporting tools

Page 12 Enterprise measurements for program and project management

Appendix: Performance reporting tools

Tool name Tool users Release date

PROD – Program Review & Oversight Dashboard

Programs classified as Enterprise Programs FY15 Q12

KIRT – Key Initiatives Reporting Tool Programs and projects classified as Key Initiatives but exclude Enterprise Programs

FY15 Q22

Functional Performance Reporting Tools3

All programs and projects not classified as Enterprise Programs or Key Initiatives4

FY15 Q3–Q4

IT Services PM Tool1 & Project Status Report

All programs and projects not classified as Enterprise Programs or Key Initiatives4

Legacy

Notes 1) IT Services PM Tool is a Lotus Notes database that is expected to be decommissioned by some time in FY16. 2) Performance reporting improvements for all Key Initiatives were implemented FY15 Q1–Q2. Included in this scope was

a reporting tool change (i.e., PROD, KIRT). 3) Performance reporting improvements for programs and projects are being implemented FY15 Q3–Q4. Included in this

scope is a reporting tool change (i.e., Functional Performance Reporting Tool and stop using IT Services PM Tool). 4) Issue management improvements to be implemented in FY15 Q3, which occur before programs and projects are

migrated to the new reporting tool. This limits the usage of Top 3 Issues by programs and projects until all programs and projects have migrated to the new reporting tool.

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