Project Name

Cloud Implementation

Prepared By

Neil Doe

Date

11/08/2015

Version History (insert rows as needed):

Version

Date

Comments

1.0

11/8/2015

Initial Document

1. Executive Summary

The purpose of the project is to provide the Global Development Systems (GDS) a project management, work management, and portfolio management capabilities for the enterprise. With Microsoft Project Online, GDS will be able to effectively initiate, select, plan, and deliver projects while tracking time and budget. This Software as a Service (SaaS) will also provide extensive reporting capabilities using Excel for reporting on all aspects of the project lifecycle based on the current GDS PMO methodology, and provide the organization with a standard tool for a Project Management Office (PMO).

2. Business Objectives

2.1 Product Description (Solution)

Microsoft Project Online will provide the Global Development Systems (GDS) with an effective, standard tool for Project Management Office (PMO). GDS will be able to effectively initiate, select, plan, and deliver projects while tracking time, budget, and effectively managing resources. Microsoft Project Online will allow GDS to make data driven decisions by equipping the GDS Leadership Team with the information they need to stay informed and make better decisions regarding the portfolio. The tool will allow visibility into projects, operational activities and everyday work. It will help streamline project initiation and progression by applying appropriate governance and control. The tool will help adopt financial management processes and effectively track cost performance to ensure delivery within budget and that the portfolio realizes the forecasted benefits. Which will give visibility to the forecasted benefits of the overall program and across underlying in-flight projects with the additional benefit of establishing and utilizing techniques that provide a program initiation and selection framework for all demand.

2.2 Business Objectives

· Flexibility to manage without up-front infrastructure costs

· Align investment with business priorities

· Better management of project pipeline

· Accurately measure resource utilization

· Uses central enterprise resource pool

· Better management of resource allocation

· Single repository

· Demand Planning

· Capacity Analysis

· Project Prioritization

· Collaborate Efficiently

· Manage Effectively

· Full project cycle visibility across departments, teams, etc.

· Customized Reporting and Dashboards

· Ability to define skillsets

· Actual vs Estimates

· Resource Time Clocking

· Financial Analysis

3. Project Description

For each area below, provide sufficient detail to define this project adequately.

3.1 Project Scope

Includes (list deliverables):

The following are in scope for this effort of work:

· An established pilot site to test functionality.

· An established a production environment Instance.

· Allows users to create and work on projects in the browser-based Web App

· Centralized resource pool giving manager a clear overview of the project work

· Central and standardized document storage

· Project site pages to capture additional information e.g. risks and issues

· Centralized data management

· Multi-project and portfolio management

· Resource management

· Enterprise-wide resource pool

· Skill management

· Reporting

· Analyses across projects

· OData access

· Complete Office integration

· Export to excel

· Synchronization with Active Directory

Does not include:

The following are out of scope for this effort of work:

· Portfolio management functions in Microsoft Project Online

· Select the projects to be executed. Selection criteria can be purely financial (budget, resource availability etc.)

· What-if analyses for portfolios are available to assist with project selection

· Enterprise wide Integrated with Office (Outlook & Lync)

· Demand planning & Project Scheduling

· Workflows

· Microsoft Project Time Management functionalities

· Enabling bring your own device access

3.2 Dependencies (External and Internal)

· Microsoft must maintain their service level agreement and insure that they will be operational and running at a 99.99% uptime throughout the relationship.

3.3 Assumptions

· Project Managers are proficient and familiar in using Microsoft Project 2016 Client software

· Licenses have been purchased thru the Microsoft Enterprise Agreement, before onboarding PM community to Microsoft Project Online

· The correct licenses are purchased

· Full web app & client/ Full web app Access/ Lite web app Access

· Current equipment can handle the Microsoft Project 2016 Client installation requirements

· Web browser and all plugins are compatible with Microsoft Project Online

· The current technical staff support team are competent enough to support the site and software

· Vendor has phone support for advanced IT as per Enterprise License agreement

· Microsoft Project Online will be hosted on a single instance

· Active Directory integration is available to manage user credentials and permissions.

3.4 Constraints

· Pilot should be completed within a 4 week period

· Account sync limit is 5 groups, Active Directory group nesting recommended

· 7 site collections with Project Web App enabled, per tenant

· 2000 project sub sites per Project Web App site

· 5000 projects per Project Web App site

· 10GB per Project Web App site

· Custom field limits ~<150

· Latency

· It takes more time to calculate multiple calendars

· It takes more time to load more projects

· connection speed

· Project Plans must save and published in the following order

· Save – Publish – Check in

4. Project Milestones

Target Date

Project Start

Develop Project Charter Completed

Scope Completed, Design Completed

Pilot User Selection Completed

Local Configuration Completed

Online Configuration Completed

Pilot Configuration Completed

Create Issues/Risks/License Log

Unit Testing Completed

Integration Testing Completed

Microsoft Project 2013 Client Training Completed

Microsoft Project Web APP Training Completed

Develop User Manuals

Documentation Completed

Deploy Software

Deployment Completed

Closure Documentation Completed

Project Completed

5. Project Approach

Briefly describe how each of the following will be handled. Provide links to relevant documents as appropriate.

5.1 Change Management

· The project steering committee determines the change management review board based often on business impact, risk tolerance, and the project’s size, scale, and scope. This body provides the project acceptance / rejection decisions on proposed changes to project baseline commitments. (Project Management Institute, 2013)

5.2 Communication Management

· Communication protocol (escalations, emails, change request decisions, etc.)

· Template considerations: Project Status Report or Dashboard, Meeting Minutes, Project Communication Plan, Project Communication Matrix (Pinto, 1998)

5.3 Quality Management

· Template considerations: Quality Plan, Build / Operate / Maintain Matrix, Technical Test Plan Checklist, Internal Technical Test Scripts Checklist, User Test Plan Checklist, User Documentation and Training Checklist, User Documentation and Training Checklist, Production Changeover Checklist

5.4 Resource Management

· Addressing the project team members o Template considerations: Project Responsibility Assignment Matrix (RAM), Kick-Off Meeting and checklist; Project team directory

5.5 Risk Management

· Template considerations: Risk Register, Project Risk List, Issues Log, Security Risk

6. Authorizations

The Project Scope Statement is approved by the:

Project Sponsor

John Doe

Project Manager

Neil Doe

Project performance baseline changes will be approved by the:

Project Sponsor

John Doe

Project Manager

Neil Doe

Project deliverables will be approved and accepted by the:

Project Sponsor

John Doe

Key Stakeholders

Neil Doe, Claire Doe, Elijah Doe, Nathaniel Doe, Aaliyah Doe

7. Project Scope Statement Approval

Project Name

Project Management Office Cloud Implementation

Project Manager

Neil Doe

The purpose of this document is to provide a vehicle for documenting the initial planning efforts for the project. It is used to reach a satisfactory level of mutual agreement between the Project Manager and the Project Sponsors and Owners with respect to the objectives and scope of the project before significant resources are committed and expenses incurred.

I have reviewed the information contained in this Project Scope Statement and agree:

Name

Role

Signature

Date

John Doe

Project Sponsor

John Doe

Neil Doe

Project Manager

Neil Doe

Claire Doe

System Administrator

Claire Doe

Elijah Doe

Network Administrator

Elijah Doe

Nathaniel Doe

System Administrator

Nathaniel Doe

Aaliyah Doe

IT Technician

Aaliyah Doe