Project # Project Plan 04/16/2025

Date Date
PROJECT TASK Time Notes
Assigned Done

Project Organization & Definition

Project Approval by Management

Identify business objectives of Project including success measures
Define Other Factors that will effect the Project (dependencies)
Identify project constraints, assumptions and high level risks
Identify critical dates
Set Overall Project Timeline (Start Date, Freeze, and Planned Go live Date)
Set vacation guidelines for project and approval process
Establish governance and decision-making structure Setup the Project Steering Committee
Define Roles & Responsibilities for Team
Assign Responsibility for Communications
Assign Responsibility for Functional Training
Assign Responsibility for Security
Define Technical and Functional Resource needs
Create resource plan - match Roles to project resources
Assign technical and functional project leads and executive sponsor
Identify additional resources required and any gaps
Agreement on Project Scope Milestone

Technical Infrastructure

Develop & Implement Technical Training plan

Define any 3rd Party products being used (ie Visio for gap/fit)
Determine Infrastructure Requirements
Develop Technical Infrastructure Implement plan
Determine Database Requirements
Finalize technical architecture strategy
Set up Development Environment
Ensure all project staff have access to system
Set up Project Team e-mail list
Create project directories and setup access permissions
Setup backup and restore procedures
Technical Infrastructure Complete Milestone

Project Tasks Note: fill in detailed tasks specific to the project

Fixes

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Monitoring of vendor for fixes during project

Identify all Required Fixes that may need to be applied
Determine which fixes actually need to be applied

Customizations Review customizations that impact the project

Perform audit on online and batch customizations
Review Documentation of all customizations
Determine extent of Online Customizations
Determine extent of Batch Customizations
Review of Customizations by Project Steering Committee Can customizations be reduced by changing processes?

Prototyping Can project be accomplished with delivered system?

Review delivered Functionality
Develop Prototype system with local data
Test business processes and processing cycles
Report on which processes did not work
Prototype Complete Milestone

Fit/Gap Analysis
Develop Fit/Gap plan and objectives
Introduce methodology & documentation standards. 'Train the
Fit/Gap training for functional staff Trainer' - show staff how to conduct business process mapping
sessions
Fit/Gap sessions
Documentation of Fit/Gap sessions
Create list of processes with Gap issues for review
Cost/benefit analysis, level of customization, resourcing, timeline,
Fit/Gap Reviewed and Approved by Project Steering Committee
priorities, and risk.
Fit/Gap Analysis Complete Milestone

Risk Management
Complete Risk Identification (use Risk Identification Template)
Risk Quantification Project Steering Committee evaluates risks identified in the report
Risk Response (workarounds, corrective action, controls, audits) Project team & unit addresses risks
Risk Assessment approved by Steering Committee
Risk Assessment Complete Milestone

Data Conversion
Identify and document data cleanup requirements
Define data clean up schedule

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Implement data cleanup tracking mechanism

Data cleanup functional specifications
Data cleanup technical specifications
Prepare Estimate of programming hours required
Testing of Data Conversion
Data Conversion Complete Milestone

Customized Development
Prepare fucntional specifications based on fit/gap review
Prepare Estimate of programming hours required
Develop Technical Specifications
Review and Approval of Specifications for custom Development Milestone

Interfaces
Identify and document data interfaces to other systems
Review Delivered Interfaces
Review Audit Controls
Develop Functional Specifications
Develop Technical Specifications
Review and Approval of Specifications by Affected Systems
Prepare Estimate of programming hours required
Testing of Interfaces Involve line staff from affected areas
Interface Programming complete Milestone

Testing
Develop Integrated Test Plan
Determine resource requirements
Determine Test Cases
Develop Test Scripts
Update of User and System Documentation
Perform unit testing
Peform Integrated Testing Involve line staff from affected areas
Integrated Testing Complete Milestone

Reporting
Develop Reporting Strategy
Review Delivered Reports
Gap/Fit Analysis and Review
Report Development & Customization
Report Testing & Documentation

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Security
Develop Security Plan
Perform Security Audit
Define and develop Roles, Lists and Trees
User Security Training
Training How will training effectiveness be evaluated?
Develop end-user Training Plan
Determine Internal User Training Requirements
Determine External User Training Requirements
Develop Training content
Book Training Sessions
Develop Internal & External User Training Schedule
Create Training Instance
Perform Training Sessions
User Training Completed Milestone

Batch
Develop New Operations Schedule
Train Operators
Test New Schedule
Batch Schedule Ready Milestone
Communications
Inform internal & external users of changes According to communications plan
Let them know any scheduled outages or changes and what they
Inform technical contacts
are in advance, in case these affect related systems or services

Go-Live

Develop post-go live task list

Develop cutover strategy and plan
Freeze Production
List all Technical Items that must be executed
Data Conversion - Corrections, etc.
Impact on Interfaces
Migration (all objects, source code, etc.)
List of all Functional Items that must be executed
Table Setups
Data entry
Data Cleanup

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Discuss 'Go-Live' Lists & Determine responsibilities for these lists

Implement Security Plan
Workstation Setups
Functional Acceptance Test Functional staff have final say before system is live
Passes Acceptance Test Milestone
Production
Review Production Support procedure - problem tracking & resolution
Implement post-go live tasks Maintain support for a defined period (1 month)
Project Review Did project achieve its goals?
Wind up project Implement recognition for project staff

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Status

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