HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools9. Status Report to Governing CommitteeSource: Safe Harbors, Seattle, WashingtonDescription: A project manager can use a status report such as this one to communicate with agoverning committee or other stakeholders. Many stakeholders may only be interested in theExecutive Summary on page one. Green, Yellow, Red “vital signs” are an effective way of quicklyconveying status. Later pages have details on highlights, schedule, risks, dependencies, anddecisions needed.Pilot / Start Up Phase UpdateExecutive Summary• Training scheduled for March — all four Start Up Programs have filed for and receivedtheir PKI CertificatesKey January Highlights Include:• Legal review of all documents required for Start Up are completed• SLAs with State of WA — DIS (Department of Information Systems) are negotiated and beingrouted for signatures• DIS hosting equipment installed at State DIS location• State Collaboration meeting held at Olympia with CTED managers. Tentative agreement amongthe attendees with follow-up tasks defined. Tasks to be completed prior to meeting in early Marchwith Deputy Director CTED, IT Manager CTED and other required attendeesProject Vital Signs —Overall Project Client Satisfaction Schedule (1) Cost (2)PostureG G Y ↑ YProject BudgetVariance% Work Complete% ScheduleCompleted# High Impact, HighProbability Risks Scope (+,-, =)+ 35,000 (2) 80 % (1) 90 % 3 + (3)• (Note 1) Critical path items are still being completed prior to administrative work. Variance gapbetween work completed and schedule remaining is decreasing as more development and testing isbeing completed.• (Note 2) $ 95,000 carryover from 2003 Budget is being used to cover the extended schedule & relatedstaff salaries. $35,000 remains from 2003 after January.• (Note 3) Change Orders Approved 1) State Collaboration 2) Moving from City to State Hosting 3)Adding Operation Night Watch & ProYouth DBAnnual Budget VarianceAnnual BudgetVariance2004 Budget will be presented to Executive Committee for their approval following finalNA)Security RequirementsStatus Report to Governing Committee 74
HMIS Project Management Topics and ToolsSchedule SummaryPlanning toBeginning of StartUpDeploymentActivitiesAnalysis &DesignSecurity &ArchitectureOriginal ProjectedFinish / Actual(Note 1) Finish5/5/2004 5/5/04StatusY% WorkCompleteCompletedHoursRemainingHours80% 4,196 1,0404/7/2004 4/7/04 G 91% 304 322/12/2004 2/12/04 G 91% 1,062 107Risk /Issue2/9/2004 2/15/04 Y 80% 171 44 R-027I & R Analysis 1/8/2004 3/30/04 R 35% 6 11Development 2/10/2004 2/12/04 G 87% 873 136Testing 2/12/2004 3/4/04 G 66% 156 81Host SiteLocationStartup AgenciesSetup & Testing2/24/2004 3/5/04 G * 60% 90 602/26/2004 2/24/04 G * 43% 11 14End-user Training 2/5/2004 3/22/04 G * 12% 7 51Added Activities 2/12/2004 2/12/04 Y 87% 269 39HMISDeploymentProject Control &CommunicationsPhaseCompletion/Transition2/12/2004 3/30/04 NA 0% 0 84 I-10,12,135/1/04 5/1/04 G 85% 1,248 2265/5/2004 5/5/04 NA 0% 0 156Note 1 — Change orders and Project lags added 1 month plus to original finish projected (see Page 1Note 3 for actual change orders)* Note: Several of the schedule items show low % work complete numbers, yet are rated Green. This isbecause those efforts are just beginning due to planned timing of the tasks. They are actually on schedule.Status Report to Governing Committee 75
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