================== PTC - PMO projects ================== PMO workflow as seen by DATA ---------------------------- The table below defines the PTC's work interface to PMO. It contains a row ordered list of activities and descriptions performed by PTC during a PMO project lifecycle. Open points are possible suggestions for future improvements. +--------------------------------+-------------------------------------------+ | activity | description | +================================+===========================================+ | PMO sends email requesting | This email starts PTC as DATA's gatekeeper| | cost-estimate from PTC with | for the project. All subsequent emails and| | project number (e.g. DP021) | Redmine tickets must contain the project | | in the subject and project | number in the subject, which enables PTC | | owner (PO) in cc. | email filters. | | | Some projects may require no | | | DATA resources, but a cost-estimate must | | | be produced to document this. | | | Open: inject a Redmine ticket with email. | | | with the first email. | +--------------------------------+-------------------------------------------+ | PTC schedules cost-estimate | Participants: PTC, PO and PO's technical | | meeting | support, and representatives of all DATA | | | groups (and SRP, TS... if required). | | | PO working with PTC distribute heads-up | | | relevant info before the meeting. | +--------------------------------+-------------------------------------------+ | PTC chairs cost-estimate | The meeting aim is to | | meeting. | identify DATA resource requirements and | | | itemize these in the cost-estimate FTE | | | and Financial sheets and to list | | | prerequisites (on PO) and project | | | implementation risks in additional sheets | | | Any outstanding issues, | | | either PO or DATA side, are handled | | | offline and managed by PTC to reduce the | | | need for a second all present meeting. | +--------------------------------+-------------------------------------------+ | PTC finalizes the cost-estimate| This requires PTC, PO and DATA (SRP,TS...)| | and sends it to PMO with the PO| groups to agree on spreadsheet content | | in cc. | which is noted in the banner sheet. All | | | DATA (SRP,TS...) | | | groups must signoff the cost-estimate. | +--------------------------------+-------------------------------------------+ | PTC inserts the | This is the first scheduling for the | | project into Redmine. | project. | | | Open: decide on who can move the schedule,| | | currently this is PTC, i.e. DATA only. | | | Opem: inter-procedure dependencies | | | must be handled | +--------------------------------+-------------------------------------------+ | PTC handles change requests | Projects which are cancelled are moved to | | from PMO. | the cancelled folder w/o changing task | | | statuses, i.e. they disappear from the | | | the in-progress folder. | | | Similarly projects placed on-hold are | | | moved to the on-hold folder w/o change. | | | In-progress projects are scheduled by DATA| | | as the resource owner, priority change | | | request from PMO or higher need to be | | | processed by PTC (with DATA DH,GLs,TLs) | | | Cost-estimate changes require agreement | | | of DATA (SRP,TS...) groups and the | | | modified document must be signed off | | | and distributed to all. | +--------------------------------+-------------------------------------------+ | PTC handles project closeout | The cost-estimate is updated for actual | | requests from PMO. | resouce cost and a comments sheet filled | | | by DATA groups and distributed to all | | | DATA groups, PO and PMO. | | | The project remains in Redmine in-progress| | | until moving to the completed folder at | | | the end of the year. | +--------------------------------+-------------------------------------------+ Role definitions ---------------- The following role definitions are apparent from the table. PTC: - is the gatekeeper and no request from PMO, PM, PO or their delegates should *punch through* to DATA personnel without it being previously delegated to the personnel by PTC and the respective GL or their TL delegate. - organizes cost-estimates with DATA GLs, their delegates, etc. - once finalized with DATA and the PO, the cost-estimate is sent to PMO (cc PO) along with a confirmation or not of DATA personnel names should they have appeared as WP leaders in the PMO project form. - ensures project scheduling is organized according to the cost-estimate workflow definition and DATA resource availability, and input from the Dept head, PMO, etc. - manages DATA's Redmine implementation workflow representation of projects whereby task developers are required to keep task milestones, see PTC inteface chapter, up-to-date. - tracks with PMO project status PMO: - is responsible for handling project passage through their procedure workflow - ensures that Project Responsibles (aka Owners) understand the requirement of working with DATA, i.e. the PTC role - ensures that the PMO project form is completed using DATA's cost-estimate and personnel name (e.g. WP leader delegations) information. - tracks with PTC in-progress project status - informs PTC of project reorganization: rejection, cancellation, delays, or holdups. DH: - is aware of and participates in scheduling activities. GL (or their delegates, e.g. TLs): - participate in cost-estimate gathering and later modifications. - is aware of and participates in scheduling activities. SRP,TS... if required: - participate in cost-estimate gathering and later modifications. - are aware of and participates in scheduling activities. DATA cost-estimate production ----------------------------- Cost-estimates are Excel files containing 5 sheets: - *Banner*, the signoff sheet. - *Prerequisites*, a list of DATA requirements on the PO. - *FTEs*, the manpower tasks required from DATA to complete the project. - *Financial*, the fanancial costs identified by DATA to complete the project. - *Risks*, DATA statements relating to potential in-progress issues or show stoppers of the project. The cost-estimate is updated during project rollout using PTC tooling by: - adding Redmine ticket numbers of tasks - updating task attribute: status, start_date, due_date, etc. - tbd: add project milestone and time taken The cost-estimate is finalized on closeout by: - adding a *Comments* sheet describing issues, pro and con, encountered by DATA during project rollout. - adding to *FTEs*, the actual FTE task time spent. Example cost-estimate sheets ---------------------------- .. figure:: ptc_cost_estimate_banner.png :scale: 100 % :alt: Example cost-estimate Banner sheet Cost-estimate Banner sheet The Banner table above lists PO, PM (the PO's Project Manager) and DATA representatives participating in the cost-estimate. For DATA groups the status of estimate can be none-required, TBD or submitted. Where GL and team leaders of the same DATA group are present the GL status tracks the team leader status and finally reaches submitted or none-required. The GL can determine the status as seen in the example given where DETOP-CAL was not present at the meeting as not required. PO, PM and PTC reach completed when no outsatnding issues are present, i.e. the cost estimate is finished. .. figure:: ptc_cost_estimate_prerequisites.png :scale: 100 % :alt: Example Prerequisites cost-estimate sheet Cost-estimate Prerequisite sheet The Prerequisite table above lists requirements from DATA that are to be satisfied by the PO before work can start. Prerequisites are typically: avialability of s/w, f/w and hardware required, installation in a location suitable for working, possibly remotely, etc. Milestones defining when different stages of project work can be started are also prerequisites. .. figure:: ptc_cost_estimate_fte.png :scale: 100 % :alt: Example FTEs cost-estimate sheet Cost-estimate FTEs task sheet The FTE table above lists the manpower tasks required to complete the project. The *Subject* column text proceeded by the PMO-id (here DP021) is used as the subject of the corresponding Redmine task. .. figure:: ptc_cost_estimate_financial.png :scale: 100 % :alt: Example Finances cost-estimate sheet Cost-estimate Finances sheet The Financial table above list the cost of items needed to complete the project. Particular attention should be given to the *Paid by* column. .. figure:: ptc_cost_estimate_risks.png :scale: 100 % :alt: Example Risks cost-estimate sheet Cost-estimate Risk sheet The Risks table lists items that could prove to be show stoppers or at least performance reducers. The table's importance for DATA is as a sheet waver, it list technical shortfalls that the PO may not be aware of initially. .. figure:: ptc_cost_estimate_to_redmine.png :width: 100 % :alt: Example cost-estimate FTE injection into Redmine Gantt view of the implementation workflow injected into Redmine. PTC tooling assisted management actions --------------------------------------- PTC tooling assists the following management actions: - pre-injection validation of cost-estimate sheet properties, their attributes and workflow organization - injection of cost-estimate sheet FTE tasks into Redmine - updating Redmine tasks attributes into the cost-estimate sheet Project scheduling ------------------ As stated above project scheduling is a DATA activity as it requires allocation of resources. This is discussed in a later chapter. Project closout on completion ----------------------------- The cost-estimate can be filled with Redmine information using PTC tooling to evaluate the actual FTE cost of a task. Then, the *Comments* sheet should be filled out by DATA groups after which the updated cost-estimate is signed off by all DATA groups and sent to PMO and PO. PTC Project time budgets ------------------------ Initial experience with projects in 2020 (Schimadzu, AGIPD mini-half, HED pulsar in A.11, PES at PETRA, etc.) which are considered to be a representative sample w.r.t. DATA resource usage lead to the time budgets tabulated below. The table does not include time spent on project meetings, these are tasks in the cost-estimate. +--------------------------------+-------------------------------------------+ | action | time budget [parties] | +================================+===========================================+ | PTC sends organize DATA | 2 hr [PTC & PO] | | cost-estimate meeting | | | including discision with PO | | | on heads-up material required | | +--------------------------------+-------------------------------------------+ | DATA group representatives for | 1 hr each [PTC and DATA groups] | | cost-estimate read heads-up | | | information. | | +--------------------------------+-------------------------------------------+ | PTC chaired cost-estimate | 1.5 hr each [PTC, PO, & DATA groups, those| | meeting attendance. | w/o requirements can exit after confirming| | | no resources are required at meeting] | +--------------------------------+-------------------------------------------+ | Offline cost-estimte | 2 hr [PTC, PO and DATA groups] | | finalization | | +--------------------------------+-------------------------------------------+ | PTC sends final cost estimate | 1 hr [PTC] | | to PMO | | +--------------------------------+-------------------------------------------+ | PTC closeout cost-estimate | 1 hr [PTC & DATA groups] | | updated | | +--------------------------------+-------------------------------------------+ | PTC sends closeout | 2 hr [PTC] | | to PMO | | +--------------------------------+-------------------------------------------+ PMO meetings ------------ To maintain communication a monthly meeting is timed to proceed the PMO - MB meeting by one week. The PTC aim for the meeting is to align in-progress project statuses and scheduling, receive notification of new projects requiring cost-estimates, and participate in project closeout summaries. PMO should have similar requirements for the meeting. PTC email lists --------------- The SYMPA mailing list service is used to assist communication by defining - ptc-DATA, the list of DATA group contacts, e.g. for cost-estimate gathering - ptc-DPnnn-po, the PO contact for a project - ptc-DPnnn, the PO side list of contacts for a project - ptc-pmo, the PMO contacts Mail filters applied to the email subject are used to shape PTC activity. - DPnnn, for project emails and Redmine tickets - do not include multiple poject IDs in a mail subject! - PTC-PMO, for PTC communication