About this file
This is a Critical Project Review Panel Report template and related Statement of Need (SON) document issued by the Georgia Technology Authority (GTA) for the GRITS IVV (Independent Verification and Validation) project. The document outlines a monitoring and oversight engagement requiring the delivery of fifteen monthly dashboard reports that assess project health across multiple dimensions including communication, cost management, issue management, quality, risk management, schedule performance, governance, organizational change management, operational readiness, vendor management, and resource management. The SON response deadline is June 20, 2022, at 5:00 PM EST, with deliverables requiring Agency approval within 10 days of completion, followed by Agency response within 10 days of receipt for acceptance or rejection with comments.
The pricing for this engagement is not to exceed $600,000, with offerors required to submit cost bids using the specified Attachment H: Qualified Contractor's Price Response Worksheet. This is an informal bid solicitation available exclusively to contractors awarded through the Request for Qualified Contractors (RFQC 98000-000000-5069), which was publicly posted to the Georgia Procurement Registry. Approved deliverables must be submitted for payment with invoices within 30 days of Agency approval unless exceptions are agreed upon. The engagement operates under a Master Agreement structure with qualified contractors who successfully completed GTA's procurement evaluation and negotiation processes.
Text of this file
Report As of Date: mm/dd/yyyy v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 1
Critical Project Review Panel Report
(DATE)
(As of Date)
(Project Name)
Company Name, Address, Phone v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 2
GENERAL INFORMATION
OVERALL PROJECT HEALTH RATING
Agency Name:
Panel Review Meeting Date: PREVIOUS STATUS CURRENT STATUS
Project Name:
Yellow Green
Project Reporting Period:
Original Project Budget: Executive Summary
Current Project Budget:
Project Start Date: DDI Start Date
GO-Live Date Project End Date:
Project Phase:
Project Status Indicators: Future Trend Indicators:
Green On-track, only minor issues +=Improving
Yellow One or more areas of concern -=Declining
Orange Significant issues that limit the success of the project
N/C = No Change
Red Critical issues that threaten the completion of a project
N/A Not applicable
Project Description v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 3
PROJECT STATUS INDICATORS - Trend values are “+” “-“ or ”N/C” . Comments must be brief and high-level.
COMMUNICATION COST ISSUE MANAGEMENT QUALITY RISK MANAGEMENT SCHEDULE
Previous Current Trend Previous Current Trend Previous Current Trend Previous Current Trend Previous Current Trend Previous Current Trend
Green Green Green Green Green Green Green Green Green Green Green Green v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 4
OPTIONAL STATUS INDICATORS AS APPLICABLE TO PROJECT - Trend values are “+” “-“ or ”N/C” . Comments must be brief and high-level.
GOVERNANCE OPERATIONAL READINESS ORGANIZATIONAL CHANGE
MANAGEMENT VENDOR MANAGEMENT RESOURCE MANAGEMENT
Previous Current Trend Previous Current Trend Previous Current Trend Previous Current Trend Previous Current Trend
Green Green Green Green Green Green Green Green Green Green v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 5
Report Details Communication Measures:
• A communications plan exists which includes all project stakeholders, key communication needs, frequency/timing of communications and communications method
• Communication feedback loops are in place to validate that communication is successful
• The communications plan is being followed
Observations:
Recommendations:
Cost Measures:
• Confident that budget contingency amount is sufficient
• Sustainability model is defined and regularly reviewed
• Project-to-date costs are meeting expectations
• Budget and actuals are tracked at an appropriate detail level o Contract invoices are validated against accepted deliverables o For non-fixed price contracts: cost variance is tracked against vendor’s cost baseline
• Technical Assessment: Include financial costs such as technical consulting, licenses, hosting, migration devices, cloud services etc.
v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 6
Issue Management
• Issue Management Plan is defined
• Issue management is effective
• Escalation path is in place for all issues
• Issues are resolved timely
• Impact of issues to cost, scope, schedule, quality
• Include Technical Issues, if any
Quality
• Deliverable acceptance criteria defined and followed
• Quality of deliverables reviewed during last reporting period was acceptable
• Overall client satisfaction with quality of work products to date
• Quality criteria are well defined
• Defect criteria and reporting processes are defined and followed v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 7
Risk Management
• Risk management plan is defined
• Risk management process is in place and followed
• Response strategies for risks are documented
• Level of risk carried by the project as determined by Impact and Probability of Occurrence
• Timely risk reviews and updates are occurring
• Include Technical Risks. May include new technology used, technical skillset availability, Hosting Risks, Integration Risks as examples
Schedule
• Schedule management plan is defined
• Assessment of the effectiveness of the schedule
• Schedule is baselined
• Performance against the schedule as indicated by (SPI)
• Changes to baseline schedule are being managed.
v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 8
Governance
• Governance Management Plan is defined
• Roles and responsibilities are identified and maintained
• Decision-making and escalation processes are developed and followed consistently
• Integration with other governing bodies identified and adhered to (financial, data management, etc.)
• Decisions are made in a timely manner at the appropriate level
• Meetings are being held regularly with required participation
Organizational Change Management (OCM) (As required by OCGA (Code Section 50-29-3))
• An executable OCM strategy is defined and approved
• Level of training for customers/users is Identified
• Stakeholder analysis has been conducted and is updated regularly
• A risk assessment of organizational change is completed
• OCM has a resource assigned as owner with sufficient resources.
• Communication strategy is defined for acceptance of the change
• Training strategy(ies) is defined and incorporated into the integrated project schedule v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 9
Operational Readiness Measures:
• Operational Documentation is in place such as Runbooks, Support Scripts, Support Roles
• Criteria for go live is defined, documented and reviewed regularly
• Implementation (Deployment) Checklist is prepared
• Confident that a plan is ready to support the implementation day-one and ongoing support
• Confident that the right support resources are in place after go-live
Vendor Management
• State resource is assigned to manage contract terms
• The vendor reports to a state resource
• All vendor contract changes and decisions are approved by the state
• Vendor deliverables are clearly defined and can be tracked to the needs of the project
• Multiple vendors are managed by an Integrator
• Contract Performance (Schedule and Budget) is tracked and reported v6.3 Georgia Technology Authority IV&V Document: Critical Project Review Panel Report template 5/19/2021 10
Resource Management
• Project resource management plan is defined including all necessary resources (people, equipment, software, space etc.)
• Cross functional/project resource needs are identified (vendors, internal, external)
• Required skillsets are identified
• Resource acquisition processes and plans are identified (ie. RFS)
Report Details
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