HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools7. Project Scope DocumentSource: Safe Harbors Project, Seattle, WashingtonDescription: This is an example of a fully documented project scope that was agreed upon by theproject manager, the project team, and an executive committee. Changes are tracked at the top withversion numbers. This project was divided into two main phases. For each phase, there is a table thatspecifies Entrance Criteria, Objectives, Agencies included, Requirements, Length, Deliverables,Success Factors, Scope Boundaries, and Open Issues.Document HistoryAuthor Date Version NotesXXX 1/27/03 Original 1 Created to begin review processXXX 1/28/03 V1 Changed some fields and added notesXXX 1/28/03 V1 a Added success criteriaXXX 2/5/03 V1 b Updated Objectives to move HUD 50% reporting toPhase 2XXX 2/7/03 V2 Accepted Ops, Project Team & updatesXXX 3/4/03 V2 b Add EC changes and show final Exec Comm.approved Project ScopeTeam Version Review Notes Approved Completed#Operational V1 a 2/7/03Review document & giveinput2/7/03 √Project Team V1 b 2/7/03Review document & giveinput2/7/03 √Operational V 2 2/10/03Review document &approve2/10/03 √Exec. Comm. V 2 b 2/26/03 Approve Document 2/26/03 √Review CycleOverall Project ScopeThe purpose of this section is to define the scope of the HMIS project. This scope includes only theplanned budget timeframe – 2003 and 2004. It is reflected in two phases: Phase 1 and Phase 2. Thoseitems which have been discussed by various stakeholders as potentially part of the project, but whichcannot be included in the budgeted timeframe, are listed under “Future Phase Deliverables”. A separatescope, project plan and budget will be established for those.PHASE IENTRANCECRITERIAPHASE IPhase I will begin when the following criteria are met:• Pilot Phase is complete.• Final Pilot Deliverables have all been delivered.• Pilot Acceptance Criteria have been met.• All system functionality delivered in Pilot Phase is available to agenciesparticipating in Phase I.Project Scope Document 68
HMIS Project Management Topics and ToolsPHASE IOBJECTIVES • Implement program modifications which were determined asrequirements out of the pilot phase.• Rollout of modified HMIS software to specified agency locations.• Collect standardized data from specified agencies throughout thecounty which are not HMIS users.• Provide ad hoc reporting capability to enable response to new HUDreporting requirements.• Provide ability for agencies to produce internal and managementreports for their organization.• Plan the long-term structure (owner/sponsor, location, funding, andadministration) of HMIS Team — to be implemented after Phase 2 whenCity of Seattle management/ownership is completed.TYPE/PROFILE OFAGENCIES AND /OR PROGRAMSDefinition of program/agency is meant to specify a single program within anagency or an agency that is comprised of only a single program.• The agencies participating in Phase I will be shelters and transitionalhousing, in order to meet the HUD 10/04 mandate.• Between 15-20 programs/agencies will be included in this phase. Thisnumber may be modified based on what is learned in the Pilot phase.• Both HMIS users and agencies with existing systems (legacy) willbe included in this Phase. The number of each type will be determinedat the end of the Pilot phase.• Create geographical spread if possible among the agenciesimplemented this phaseREQUIREMENTS • All requirements defined in “Level 2 Functional RequirementsSpecifications”.• Modifications to HMIS software as defined in pilot phase must becompleted & tested.• Agency locations must provide assistance with data mapping forexport to Aggregate Data Mart. HMIS staff will provide technicalsupport as necessary, but cannot fund agency staff time.• Client de-identification mechanism proven in pilot will beimplemented for Aggregate Data Mart.ACCEPTANCECRITERIALENGTH OF PHASE1• Agencies are able to perform all Level 2 functions.• Ad hoc reporting capability used successfully for 10 new reports.• Agencies are able to produce all reports developed/tested in PilotPhase.• Survey of participants conducted at end of Phase I shows high levelof agency satisfaction with the system.• Agencies with existing systems (legacy) are successfully exportingdata to aggregate data system.• 6 months• Begins at completion of modifications required by pilot phase.Project Scope Document 69
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