Appendix 2 - Revision 1.pdf

Project Management Requirements Appendix #:

Subject:

Functional Requirements: Project Management Requirements

Appendix 02 - Revision 1 - Project Management Requirements Page 1 of 15

1. Introduction to Project Management Requirements

2. Working With the SCDMV Governance

3. Project Management Deliverables

4. Project Startup

5. Project Management Requirements

6. Project Management Document Repository

7. Project Management Tools

8. Frequency and Evolution of Project Management Activities

See Appendix 15 for a complete list of all abbreviations and acronyms.

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1. Introduction to Project Management Requirements

This document describes SCDMV’s requirements for the modernized system, the delivery, and support of the system.

Project Management is ongoing for the duration of the contract. The primary objective of project management is to plan, manage, and control the timely and accurate completion and approval of all tasks and deliverables. The contractor shall develop and execute the Project Management Plan and adhere to all scheduled due dates for all milestones.

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2. Working With the SCDMV Governance

The contractor shall comply with and provide support to SCDMV project management processes and collaborate with all governance teams. The contractor will also work with any program management contractor identified by SCDMV to assist with the modernization project.

The SCDMV is open to any suggestions, improvements, and best practices the contractor can provide which will help to reduce risk, improve process and vendor deliverable quality, and support the overall success of the project. Changes to processes, tools, guidelines, and associated repositories will be made, at SCDMV’s sole discretion, after consideration of any contractor recommended changes. All changes will be submitted in writing and all approvals or rejections will be transmitted via written documentation.

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3. Project Management Deliverables

The contractor will provide the following deliverables which will follow the review and approval process.

1. Startup Project Kickoff Materials and Sessions.

2. Methodology Review, Tailoring and Plan Documented as a PM Plan (should cover all the basic PMBOK areas Schedule, Scope, Risk, Issue, Quality/Deliverable Review & Approval, Resources, Procurement, Communications & Stakeholders).

3. Requirements Management Initial Requirements Traceability Matrix (RTM) and Requirements Management Reporting and Approach.

4. Initial Full Phase Schedule milestones, deliverables, SCDMV staff participation tasks.

5. Rolling 120-180-day schedule milestones, deliverables, SCDMV staff participation tasks.

6. Contractor Project Org Chart updated monthly.

7. Establish Project Repository if not using the SCDMV’s repository, SCDMV staff will be trained by contractor staff and selected SCDMV staff will have full admin access to all areas of the repository to see detailed data and have access to run reports, etc.

The SCDMV would need information on the minimum number of allowed SCDMV users before agreeing to this approach.

8. Communication Approach status reporting, demonstrations, staff updates, project team updates, and executive team updates.

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4. Project Startup

The Contractor is responsible for performing project startup activities as described below.

4.1 Project Kickoff

The Contractor and SCDMV shall plan and deliver multiple kickoff meetings as needed (and determined by the SCDMV Project Manager) to engage and coordinate with SCDMV project management staff and other stakeholders. For the kickoff meeting, the Contractor shall:

1. Present an overview of the Project Management Plan and the way project activities will be executed.

2. Include an agenda, WBS, High Level Roadmap, presentation, and all other materials needed to detail the approach and preliminary activities for project implementation.

3. Obtain approval 14 days in advance from the SCDMV for the meeting materials and agenda.

4. Deliver kickoff presentation materials within 30 days of Notice to Proceed date.

4.2 Project Startup Tasks

The Master Project Schedule shall include fully detailed Contract and project start-up activities and activities for the first six months of the project per the Master Project Schedule requirements which shall include an overview of the timelines and phases/activities for the entire project. The following tasks (4.2.1 to 4.2.4) shall be included in the Project Startup tasks within the Master Project Schedule and executed:

4.2.1 Contractor On-Boarding & Logistics

The Contractor shall at a minimum go through the SCDMV’s on-boarding process which includes:

1. Undergo, satisfactorily pass, and submit necessary federal and SCDMV background check.

2. Completion of VPN forms for any contractor equipment that will be used to access the SCDMV network.

3. Receive identification cards and building access cards.

4. Sign non-disclosure forms, and other forms as required by SCDMV.

5. Any equipment issued to the contractor by the SCDMV will follow its asset control procedures.

Since the Contractor’s staff will be on-boarded and off-boarded at different times during the project, the Contractor shall designate a resource that will coordinate these processes with the SCDMV. The contractor’s Project Manager will review every 30 days, or whenever a known change is made, to ensure the appropriate people have the appropriate access to the SCDMV’s equipment and data. All terminations will be reported to SCDMV’s PM immediately.

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4.2.2 Proposed Delivery Methodology

The contractor must use a proven project management delivery methodology. The Contractor must review and tailor the methodology with the SCDMV Project Manager to achieve agreed approach and timelines. The SCDMV will approve the proven methodology in writing.

4.2.3 Contract Review

The Contractor’s team and the SCDMV’s team shall schedule meetings to review the awarded contract so that participants can be fully informed about the scope and approach for the project. This shall include this RFP and the Contractor’s proposal which will be part of the contract. The Contractor shall schedule this review within 14 days after the Notice to Proceed.

4.2.4 Initial Project Management Plan

The Contractor shall prepare and deliver an initial Project Management Plan and timeline for delivery of updates for the entire Project Management Plan. Details of the Project Management Plan requirements are identified in sections 4 & 5 of this document.

All Contractor project startup tasks or deliverables listed above are due within 60 days or sooner of the Notice to Proceed (NTP) date.

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5. Project Management Requirements

The Contractor will complete all project management activities according to the project standards defined by SCDMV over the course of the project.

1. The Contractor shall develop, maintain, and follow a SCDMV approved Project Management Plan consistent with project scope and PMBOK standards that addresses all project management requirements in this solicitation.

2. The Contractor shall review the Project Management Plan at least monthly for any updates that may need to be applied during the performance of the Contract.

3. The Contractor shall document and share any assumptions made during the creation of the Project Management Plan, including any of the sub-plans.

4. The Contractor shall collaborate with the SCDMV and its representatives. Changes to incorporate all best practices and approaches into the Project Management Plan and its sub-plans must first be approved by the SCDMV through its formal process.

5. The Contractor shall keep the Project Management Plan current to reflect best known information and lessons learned throughout the execution of the project to improve project execution.

6. The Contractor shall develop a high-level roadmap to organize and depict the approach for managing and executing the project, including planned development/implementation milestones.

5.1 Project Management Plan

The Contractor shall work with the SCDMV’s project management team to create a consolidated set of project management plans and deliverables and maintain them during the Contract.

5.2 Scope and Change Management Plan

The Contractor shall develop, present for approval, and execute a scope and change management plan for defining and managing project scope including a Work Breakdown Structure and approach for tracking progress toward completion.

1. All documentation and work products, once the scope and schedule are agreed upon by the SCDMV Project Manager, shall be subject to the agreed-upon change management process.

2. The Contractor shall update the work breakdown structure (WBS) and Master Project schedule that is approved by the SCDMV as part of the change management process.

3. The WBS shall clearly define all project deliverables whether they are created by the Contractor, a Sub-contractor, or the SCDMV. All deliverables will be approved in writing by the SCDMV.

4. The Contractor shall use the SCDMV governance structure for management of all changes and deviations, except those are contractually agreed prior to start of the project.

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5.3 Schedule Management Plan

The Contractor shall develop, present for approval, and execute a plan for creating, maintaining, and managing the Master Project Schedule.

1. All project schedules shall include Contractor and SCDMV tasks. The Contractor shall obtain input and approval on SCDMV tasks before publishing. The contractor shall present SCDMV with suggested timelines and tasks. The SCDMV must approve and assign resources to the timeline and tasks. The Contractor shall provide a calendar month’s lead time (or other mutually agreed timeframe) to ensure that the appropriate SCDMV resources are available.

2. The Contractor shall use Project Management software, approved by the SCDMV, to maintain all project schedules and be capable of preparing both detailed and summary schedules. The Contractor shall gain approval from the SCDMV before publishing modifications to the schedule baseline. If the completion date is affected, an amendment is required.

3. Project schedules shall follow PMI PMBOK project management practices. Project schedules shall clearly define dependencies, resource requirements, the critical path of tasks, and no task may be longer than 80 hours in duration. All project schedules shall include appropriate milestones approved by the SCDMV to allow for the overall tracking of project progress.

4. All task durations and review cycles shall be calculated in SCDMV working days, not calendar duration of days.

5. The Contractor shall develop and propose project schedules that it believes are realistic and properly manage risk. Schedule delays which are not mutually agreed to as being caused by the SCDMV will not be considered for a change order nor additional compensation or consideration to the Contractor.

5.4 Quality Management Plan

The Contractor shall develop, present for approval, and execute an approach for Quality Management. The Quality Management Plan must define the processes, oversight, and resources that will ensure that high quality deliverables are being developed, reviewed, and presented to the SCDMV in a consistent and managed approach.

Project Performance Improvement Over the course of the project and not less than six months, the Contractor will fully participate in a review of lessons learned and project improvements that can be implemented.

Availability & Storage Documents, deliverables, and work products shall be stored in the agreed upon repository and shall be viewable by the SCDMV and its agents.

5.5 Resource Management Plan

The Contractor shall develop and present a Resource Management Plan for approval and execute an approach for management of its resources on the project. The plan shall include:

1. Project organizational structure

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2. Role and responsibility assignments including percent of time allocated to assignments – for all onsite, hybrid, and remote staffing

3. Staffing plan describing when and how staff will be brought onto and transitioned off the project team, retention, and where they will be located

4. Background checks

5. Training needs

6. Details on required support from the SCDMV staff, which will help the SCDMV to allocate the appropriate resources in alignment with the project plan

Substitution and/or addition of key personnel (as exemplified in Solicitation Section III - Contractor Personnel Requirements) during the Contract term shall be approved by the SCDMV as defined in the RFP.

5.6 Communications and Stakeholder Management Plan

The Contractor shall develop, present for approval, and execute a Communications and Stakeholder Management Plan that provides an approach for communicating with stakeholders and project leadership. The Contractor shall work with the SCDMV to identify stakeholders, communication needs, communication activities and tools. The Contractor shall support and participate in presentations and information sessions with SCDMV leadership, staff, and partners as necessary to facilitate the project’s success.

5.7 Risk and Issue Management Plan

The Contractor shall develop, and present for approval, and execute a Risk and Issue Management Plan that provides an approach for risk and issue management to ensure that potential risks are identified and addressed with both a preventative mitigation and a remediation plan. The Contractor shall develop and actively manage risk and issue registers.

5.8 Status Reporting

5.8.1 Weekly Status Meetings

1. The Contractor shall meet with the SCDMV team at least weekly or less frequently as determined by the SCDMV to report status. During these meetings the Contractor will conduct a project review (e.g., resources, schedule, issues, risks, procurement).

2. The SCDMV will set the agenda and facilitate these meetings or may delegate these responsibilities to the Contractor.

3. The contractor shall generate a weekly status report as a deliverable for the weekly status meeting.

5.8.2 Weekly Status Reports

The Contractor's Project Manager shall submit status reports to the SCDMV once weekly on a day mutually agreed upon by the SCDMV and Contractor. The proposed format and level of detail for the status reports will be subject to the SCDMV’s approval. The report shall include, at a minimum, the following:

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1. Accomplishments over the reporting period

2. Risk status for new or previously identified risks to any aspect of the project

3. Issue status for new or previously identified issues to any aspect of the project

4. Key activities over the next period

5. Schedule for the next period’s activities including deliverables and dates

6. Deliverables expected to finish in the next period

7. Deliverables expected to start in the next period

8. Identification and justification of any proposed adjustments in the schedule (time), resources (staff), scope of work, costs, or other aspects of the Project Management Plan

9. Identification of schedule delays and recommended corrective action plans

10. Performance reporting, including variance analysis, trend analysis, and change requests

5.8.3 Monthly Executive Status Meetings

On a monthly basis, the Contractor shall meet with the SCDMV Executive Leadership to report status.

1. The Contractor shall provide an executive level project review (e.g., resources, schedule, issues, risks, procurement) highlighting items that require executive attention.

2. The SCDMV will set the agenda and conduct these meetings or may delegate these responsibilities to the Contractor.

5.8.4 Quarterly Management Meetings

Every quarter, or as otherwise mutually agreed, the Contractor shall present a project status to the SCDMV staff and managers to communicate the project status to the broader SCDMV community.

5.8.5 Quarterly Senior Executive Meetings

Every quarter or as otherwise mutually agreed, the Contractor shall present an executive level project status to the SCDMV executive director and their leadership team.

5.8.6 Escalation Process

Issues or risk identified during the project will be logged and will follow an agreed to escalation process.

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6. Project Management Document Repository

6.1 SCDMV’s SharePoint Repository

The SCDMV has SharePoint available as a document repository and will provide access as necessary to the Contractor for this purpose. The SCDMV is open to the contractor providing a document repository.

6.2 Alternate Repository

The SCDMV is open to the Contractor providing a supplementary Document Repository platform that facilitates traceability with other project artifacts. Traceability shall be managed by the features of the tools and platform rather than manually. Any changes to the site shall be processed through a change management process that the Contractor develops with input and approval by the SCDMV. The design and security of the repository shall be developed in collaboration with the SCDMV and the Contractor shall obtain approval of the design from the SCDMV.

The SCDMV has the option to review and approve, the Contractor proposed suite to track requirements, test cases, defects and traceability.

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7. Project Management Tools

The Contractor shall use the following project management tools, unless justification is provided and agreed upon by the SCDMV as to how it would be beneficial to the

SCDMV:

1. SharePoint

2. MS Project

3. MS Office

4. Adobe If the Contractor employs tools different then mentioned above:

1. The Contractor shall be responsible for performing backups of any document repository the Contractor establishes.

2. The Contractor will provide the SCDMV with the highest level of access to the information stored in the document repository.

3. The Contractor shall be responsible for performing appropriate training to the

SCDMV.

4. The Contractor shall be responsible for providing the repository contents to the

SCDMV.

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8. Transition Out Plan

The Contractor must submit a draft Transition-Out Plan at least 120 days before the Contract end date, and a final version at least 60 days before that date. The Contractor must ensure that all documentation and data—such as System Source Materials and current operating procedures—are complete, up to date, and provided in both hard and soft copy formats specified by the Contract Manager.

If the Contractor provides or manages hosted services, it must deliver current daily and weekly backups to the SCDMV or a designated third party no later than the final transition date, and in any case, no later than the Contract end date. The Transition-Out Plan must address, at a minimum:

1. Staffing plans and concerns related to Contract closeout.

2. Updated Communications Plan, including reporting between the Contractor and

SCDMV Contract Manager.

3. Outstanding or upcoming security requirements.

4. Complete hardware and software inventory.

5. Current user IDs and passwords for all environments, including disaster recovery.

6. Connectivity requirements and timelines for Transition-Out.

7. Lessons-learned documentation and reporting.

8. Plans to complete unfinished work (e.g., open change requests, bugs, or issues).

9. Transfer of software licenses not yet assigned to the SCDMV.

10. Transfer of hardware warranties not yet assigned to the SCDMV.

11. Return of all access materials (badges, keys, fobs, etc.).

12. Return of all assigned hardware (laptops, phones, cables, etc.).

13. Knowledge Transfer requirements (see Appendix 4 – Training).

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9. Turn Over Plan

The Contractor shall also provide a Turnover Plan, which details the approach for system turnover, risk factor identification, a listing of the artifacts, and a schedule of activities for turnover of the system for support by the SCDMV.

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10. Frequency and Evolution of Project Management Activities

The SCDMV will work with the Contractor to determine the most practical and effective approach to project management which will evolve over time (collaboratively with the Contractor) to meet the needs of the project. The SCDMV expects that a project of this size and duration will evolve over time and the project management activities will be dynamic as well. The project management responsibilities described in this section represent a minimum set of required tasks and deliverables. The SCDMV will set the standards for project management reporting and tasks throughout the life of the project, and they will be compatible with industry standards. The Contractor is responsible for complying with those project management standards.