During the Analysis stage the Business Requirements Document (BRD) that outlines important system requirements and functionality is completed. As such, new external (contractor) Business Analysts (BAs) that haven’t worked on an OCIO project (or haven’t worked on an OCIO project in an extended period of time) should schedule a BA Orientation meeting with the BA team.
Towards the end of this stage, at the request of the DM, the PMO will reaffirm the size of the project by revisiting the sizing calculation, and will regenerate the Finalized Deliverables Matrix. The PM should receive the finalized list and review to see if there are any changes from the Preliminary Deliverables Matrix. If there are any deliverables on the Finalized Deliverables Matrix that the PM feels are not necessary, they should discuss exemptions with the DM / Director / PMO / deliverable owner. If exemptions are granted by the deliverable owner and / or the PMO, the Finalized Deliverables Matrix should be revised and approved and the exemption approval stored in PPM. The last approved list is the one that should be used by both the PM and PMO for project delivery.
IM / IP / ATIPP Engagement
Projects coming through the SDLC are required to engage the IM / IP groups and the ATIPP Office during the Analysis stage for completion of the Pre-TRA (Risk Assessment Workbook), IM Assessment and Preliminary Privacy Impact Assessment (PPIA).
It is the responsibility of the PM to complete a PPIA Checklist with the client and submit a Request for Service IM / IP / ATIPP form and send it to IM Advisory Services to begin the engagement process. The results of these three (3) assessments will determine whether there are inherent risks that the PM will need to mitigate, or whether additional deliverables will be required for the project. It is recommended that the PM allow 2-3 weeks from the date the request is submitted for completion of the various outputs of this assessment. Appendix B of the Project Manager Reference Guide (PMRG) provides an extensive description of this engagement and resulting assessments.
Go/No Go Checkpoint – End of Analysis
Towards the end of this stage, the PM should revisit the project cost and schedule estimate which was approved in the Project Charter. Based on the additional data gathered during this stage, these estimates (as well as the Project Plan) may need to be updated. If the total project cost estimate or project duration requires a change, it should be discussed with the DM. At the end of this stage, the DM will complete the first of two required Go/No-Go Checkpoint documents (the second to be completed at the end of the Design stage). The revised project cost estimate and project duration is just some of the information that is collected for this checkpoint. Progress made during the Analysis stage will be documented in this checkpoint document and considered when making the go / no go decision, including: financial status, sponsor involvement/interaction to date, vendor performance, any additional risks/scope uncovered during the Analysis stage, etc. Much of the information required on this form can be pulled from other documents which were created throughout the execution of project activities to date. If the new project cost amount is outside of the allowable variance for this stage of the project , it should be highlighted as such in this checkpoint document.
Based on the information collected in the Go/No Go Checkpoint – End of Analysis document, a recommendation will be made by the DM to the Director (and Executive, as required) as to whether or not the project should proceed. Once the checkpoint document is completed and signed, it should be filed in PPM (in the DM folder).
If the project has been recommended to proceed, the DM should update the Project Estimate History in PPM with the project total cost estimate and project duration from the checkpoint document. The project cost estimate and project duration shown here will become the new baseline numbers against which future progress will be measured.
- Business Process Definition Template (135 KB)
- Business Requirements Document (BRD) Template (120 KB)
- Financial Management and Business Process Definition Template (Contact the PMO to obtain a copy of this template)
- Go / No Go Checkpoint – End of Analysis (67 KB) Updated: 2017-12
- IM Assessment (IM Branch will complete the IM Assessment for project after processing the IM/IP/ATIPP Request for Service form below)
- IM/IP/ATIPP Engagement in the SDLC Process Document (101 KB)
- Request for Service – IM/IP/ATIPP Engagement (Pre-TRA/IM Assessment/PPIA) – Form (31 KB)
- Preliminary Privacy Impact Assessment (PPIA) Checklist Template (142 KB)
- Privacy Impact Report (ATIPP Office is prime for this deliverable)
- Risk Assessment Workbook (OCIO IP Division will complete the Risk Assessment Workbook for project after processing the IM/IP/ATIPP Request for Service form)
- Technical Requirements (Contact EA to obtain a copy of this template)
- RFP Technical Demonstration Questions (Contact EA to obtain a copy of this template)
- RFP Technical Questions (Contact EA to obtain a copy of this template)
- Software Demonstration Scripts Template (58 KB)
Note: PMs should review their project’s Deliverables Matrix to understand which of the above deliverables are mandatory for their project (deliverable requirements are dependent on project type, size, etc.). The Preliminary Deliverables Matrix is initially completed by the Project Management Office (PMO) in the Initiate stage and PMs should request the PMO complete the Finalized Deliverables Matrix at the end of the Analysis stage (in the event the project type and/or size has changed). PMs are also encouraged to contact the PMO if they feel a deliverable listed as mandatory is not relevant (e.g. eligible for an exemption).
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