Phase 3: Design

Phase 1: ConceptInitiate
Phase 2: Plan-for-AnalysisAnalysis
Phase 3: Plan-for-DesignDesignExecute
Phase 4: ImplementClose
Phase 5: Support

PM Toolkit                        Deliverables Register

Phase 1: Concept Phase 1: Initiate Phase 2: Plan Phase 2: Analysis Phase 3: Plan Phase 3: Design Phase 3: Execute Phase 4: Implement Phase 4: Close Phase 4: Support

Stage Overview

During the Design stage, many of the required project deliverables should be drafted. Key deliverables include completing and obtaining approval of the Detailed Architecture Design (DAD), the System Design document and the Transition Agreement. The procurement process may also need to begin at this time.

The project team should continue to engage the EA primes for assistance with all activities that require involvement from the EA group. This includes DAD preparation (S&P group) and provisioning of the various environments such as development, staging, and production (SDI group). For further details on each of these items, and for an exhaustive listing of requirements for this stage please refer to the project Finalized Deliverables Matrix, along with the PM Toolkit and Deliverables Register.

Prior to seeking Project Sponsor approval for the detailed-level Project Plan, it should be reviewed with DM, Director and other OCIO branch stakeholders.

Go/No-Go Checkpoint – End of Design

This purpose of Go/No-Go Checkpoint – End of Design is to decide whether the project should proceed to the Execute stage. Much of the information required on this template can be pulled from other documents which were created throughout the delivery of the project to date. At this point in time, the project cost estimate and / or project end date will be reviewed again. The PM and DM should meet to discuss the previous amounts approved, the monthly project projections to date, and how the project is trending. If the new amount is outside of the allowable variance for this stage of the project, it should be highlighted in the checkpoint document. Based on the information collected in this 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 to the Execute stage. Once the Go/No-Go Checkpoint – End of Design is completed and signed, it should be filed in PPM by the DM (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. This is the final “official” checkpoint. However, based on how the project is progressing, the DM, Director or PMO may request another checkpoint at any time throughout the life of the project. If this happens, the Go/No-Go Checkpoint – End of Design template should be used and the process stated here repeated.

Detailed Architecture Design (DAD)

The DAD is reviewed and approved by EA’s S&P group in the EA division. The approval process begins with the submission of the DAD to the EA S&P Prime assigned to the project. The EA S&P Prime will review the DAD for completeness and will work with the project team to complete the DAD if necessary. The DAD is then forwarded to the Project Architecture Review Board (PARB) for a compliance review according to the Guidelines and Best Practices for Government Technology Solutions (Previously known as The Technology Binder)”, please contact OCIOEA@gov.nl.ca. For more information about the DAD, and EA’s role in completing a project, please refer to Appendix A of the Project Manager Reference Guide (PMRG).

Provisioning of Hardware

Provisioning of hardware for development, staging and production environments may be requested after the DAD has been reviewed and approved. This request is sent to the EA SDI group within the Enterprise Architecture division. Minor software licenses (e.g. development software) required for the project may also be requested through this group. Larger software license purchases may require the Government Purchasing Agency (GPA) involvement. When uncertain of which option is suitable, the DM should be consulted.

Transition Agreement

A draft of the Transition Agreement should be signed off before the end of the Design stage. AIMS and O&S are the key stakeholders in this living document, and changes may be made to the Transition Agreement as the project progresses.

Quality Assurance Checkpoint – End of Design

At the end of the Design stage, the DM / Director may request that the PMO conduct the first of two Quality Assurance Checkpoints. If requested, the project’s Finalized Deliverables Matrix will be compared to the deliverables that have been completed (or partially completed) to date to ensure that the project is on track. The PMO will also assess the content of PPM to ensure the PM is updating the required areas / tombstone data such as SDLC Stage, Project End Date; risks and issues, etc. are being updated on a monthly basis, and that completed deliverables are being uploaded to PPM. Overall project financials will also be verified during this review.

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Stage Deliverables

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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