Appendix J-12 Pilot Project Plan Template.docx

S-AQMMA-11-R-0186 Appendix J-12 Department of State Supply Chain Management

S-AQMMA-11-R-0186 Appendix J-12 Department of State

Pilot Project Plan for the <Product Name>

Version 1.0

Produced for:

Produced by:

Systems Development & Engineering

DATE:

Equipment type: < >

· PUBLICATION HISTORY

This document can be found on the OpenNet at:

https://intranet.ds.state.sbu/DS/C/ST/FSE/TDB/default.aspx Please refer to the TDB website for the latest version.

Corrections, comments, or questions should be sent to:

· Table of Contents

S-AQMMA-11-R-0186 Appendix J-12 Department of State

S-AQMMA-11-R-0186 Appendix J-12 Department of State

<Product Name> Pilot Project Plan Objective

This pilot project objective is to validate use of the <product name>; that is to say, to determine whether the <product name> is fully functional and can be supported in the field. It is the goal and intention of TDB that the <Product name>, its installation and trial use meet all listed criteria.

Specific objectives for this pilot project plan include validating the:

· Use bullet points

To meet the plan objective, the <product name> will be deployed at the following location(s):

· Use bullet points. If the product will be deployed at multiple locations, note any differences between the deployment/installation methods specific to each location.

Project Management

Test Manager

The DS/FSE/TDB Test Manager for the <product name> field evaluation will be <insert name> (<email address>). The alternate Test Manager is <insert name> (<email address>). All ESSRs, evaluation test reports, requests for additional support, questions or other comments are to be sent to the Test Managers.

Changes to the Test Plan

Any changes to or deviations from the test plan must be approved by the Test Manager.

On-Site Support

DS/FSE/TDB will provide a subject matter expert (SME) for on-site support. Deployment of the SME will be scheduled for <duration>, overlapping the end of the installation and the beginning of the functional test phases. The Test Manager will coordinate and schedule the actual timing of this support with the OIC/SEO.

Roles and Responsibilities Test Manager The Test Manager will:

· Use bullet points

OIC/ESO

The OIC/ESO will:

· Use bullet points

DS/FSE/TDB

TDB will:

· Use bullet points

DS/FSE/TDB SME

The DS/FSE/TDB SME will:

· Use bullet points SMSe and TOG SMSe and TOG will:

· Use bullet points DS/C/ST and DS/ST/FSE DS/C/ST will:

· Use bullet points

Resource Requirements ESO Labor Hours Estimated ESO labor hours for the testing of the <product name> are <Insert the number of estimated ESO hours. If there will be multiple installations, use bullet points to indicate how many estimated hours will be devoted to each installation.> DS/FSE/TDB Labor Hours DS/FSE/TDB will assist with installation, training, and monitoring of the project. This will require an estimated <if there will be only one installation, present the number of hours estimated for that installation; if there will be multiple installations, present the number of hours estimated per installation, and then the total number of estimated hours.> Material Costs The estimated material costs of the pilot project plan are <if there will be only one installation, present the estimated material costs for that installation; if there will be multiple installations, use bullet points to show each installation and its estimated material cost.> The estimated itemized cost breakdown and sample bill of material for each post is located in Appendix A.

DS/FSE/TDB SME Travel Costs The estimated travel and per diem costs of this pilot project plan are <if there will be only one installation for the SME to visit, present the estimated travel and per diem costs of that visit; if there will be visits to multiple installations, use bullet points to show the estimated travel and per diem costs of each.>

Project Timeline

The project timeline includes survey, ordering, shipping via unclassified or classified pouch, installation, operations testing, feedback, and project completion. On-site testing is scheduled for <insert number> days, beginning after system installation. The total project timeline is <insert number> weeks.

Above: An example of what might fit into a Project Timeline table; change accordingly.

Training Requirements

List any special training requirements that will be anticipated (or state that none will be).

DS/FSE/TDB personnel may provide on-site and remote technical support as required.

Test Data and Reports Classification Proper classification and marking are required for all test data and reports prepared as part of this pilot project plan. Report/document security classification may range from “UNCLASSIFIED” to “SECRET”. For classification authority and marking instructions, refer to the Diplomatic Security Classification Guide (SCG) for Design and Construction of Overseas Facilities, Table IV-7.

Delivery ESSRs, test data and reports are to be returned to the Test Manager and alternate Test Manager within five business days of task completion. Copies of EESRs and other data must be provided to the RDSE, OIC/ESC and RSO as part of normal reporting.

Special Requirements

List any special requirements that will be anticipated (or state that none will be).

Project Tasks

Work Breakdown Structure

The table below first categoirzes the types of labor that will be necessary to execute the pilot project plan, then divides these categories into specific tasks/requirements. Each task/requirement is assigned a party responsible for producing the associated deliverable(s) within the scheduled timeline.

Below: An example of what might appear in the table; change accordingly.

Pre-Installation

Week 1

1 week

Procurement/ Shipping

Week 2

7 weeks

Installation

Week 9

3 weeks

Functional Testing

Week 12

1 week

User Training

Week 12

2 days

Performance Testing

Week 13

8 weeks

SMSe

DS/FSE/TDB

Post Test

Week 21

1 week

Pilot Project Review Form

Task Descriptions

Pre-Installation Tasks – <Duration> Pre-installation tasks will be completed after the Test Manager officially coordinates/informs all participants of a start date. The objectives of these tasks are the preparation of a site-specific installation plan and the evaluation of documentation quality. These tasks are as follows <drafter: add or subtract as needed>:

1. Task: Survey/BOM

· Responsible Party: ESO

· Reference: Deployment Document – Application Guide/manufacturer’s literature

· Deliverable: Survey ESSR

2. Task: Review of Deployment Document – Application Guide

· Responsible Party: ESO

· Reference: Deployment Document – Application Guide/manufacturer’s literature

· Deliverable: Application Guide Review Form

3. Task: ESSR Review Adjustment and Approval

· Responsible Party: DS/FSE/TDB

· Reference: Survey ESSR

· Deliverable: Email acknowledgment to OIC/ESO

Procurement/Shipping – <Duration> Using the bill of material from the ESSR, DS/FSE/TDB will supply/order/procure/ship necessary materials to post.

Task: Procure remaining BOM materials

· Responsible Party: DS/FSE/TDB

· Reference: Survey ESSR

· Deliverable: Installation materials (complete BOM) shipped to post

Installation Tasks – <Duration> Work on installation tasks will begin upon receipt of the complete BOM. The objectives for these tasks are system installation, system programming, and ensuring the quality of documentation.

1. Task: Install <product> per the ESSR

· Responsible Party: ESO

· Reference: Survey ESSR/Deployment Document – Installation Guide/manufacturer’s literature

· Work Procedure: The ESO will install the system. A DS/FSE/TDB SME may provide on-site assistance during <duration of SME visit>.

· Deliverable: Installation ESSR (completed system installation)

2. Task: System Programming

· Responsible Party: ESO/TDB

· Reference: Installation ESSR/Deployment Document – Installation Guide/manufacturer’s literature

· Work Procedure: <describe the programming procedure>

· Deliverable: Installation Guide Review Form

3. Task: Installation Verification

· Responsible Party: OIC/ESO and SME

· Reference: Survey ESSR/Deployment Document – Installation Guide/manufacturer’s literature

· Test Procedure: OIC/ESO and SME collectively ensure that the <product name> is properly installed and ready for functional testing.

· Deliverable: Installation Review Form

4. Task: Review of Deployment Document – Installation Guide

· Responsible Party: ESO

· Reference: Deployment Document – Installation Guide/manufacturer’s literature

· Deliverable: Installation Guide Review Form

Functional Testing – <Duration> After installation, the <product name> will be tested in the site-specific configuration. Reporting requirements will include programming, usability, SMSe integration, documentation clarity, technical attributes of the system, and other ESO observations.

Task: <specify tests applicable to the product>

· Responsible Party: ESO

· Reference: Deployment Document – Installation Guide/manufacturer’s literature

· Deliverable: Installation Guide Review Form

User Training – <Duration> Task: User Training

· Responsible Party: ESO/TDB

· Reference: Deployment Document – User’s Guide/manufacturer’s literature

· Deliverable: List of personnel trained

Performance Testing – <Duration> Performance testing validates the daily operational use of the system.

1. Task: Continuous, Daily and Weekly Monitoring

· Responsible Party: ESO

· Reference: Deployment Document – User’s Guide/manufacturer’s literature

· Test Procedure: Daily: operational assessments; weekly: system log information and walktests

· Deliverable: Weekly Review Form

2. Task: Documentation Review – User’s Guide

· Responsible Party: ESO

· Reference: Deployment Document – User’s Guide/manufacturer’s literature

· Deliverable: User’s Guide Review Form Performance Test Completion – <Duration>

1. Task: Post Test Report

· Responsible Party: ESO

· Reference: None

· Deliverable: Performance Test Review Form

2. Performance Test EESR

· Responsible Party: ESO

· Reference: None

· Deliverable: Performance Test ESSR

Project Completion

Final Evaluation Report

Once field testing is complete, the Test Manager will collate/evaluate test data and prepare a final evaluation report. This report will contain an overview of the <product name> Pilot Project Plan, problems encountered, overall analysis of the test, feedback received from the field, and other significant events.

The final evaluation report will be submitted for DS/C/ST management review and decision. This decision will have one of three outcomes:

· The <product name> is fully approved for general use.

· The <product name> is tentatively approved, subject to additional modifications or adjustment.

· The <product name> is not approved.

If the <product name> is tentatively or fully approved, the installed hardware will remain in operation at post as fully functional. If the <product name> is not approved, the hardware must be removed and replaced with an approved system.

Reference Materials and Links

Primary TDB DSNET website for <subject matter in question>:

<insert address> The following documents are relevant to this field test and can be found at the above website:

· Use bullet points

Appendix A – Estimated Costs

The table below shows the estimated cost/quantity of each component required for installation of the <product>. The actual quantity and total cost may vary per the ESSR.

Appendix B – Review Forms

The following items are found in this appendix:

· Application Guide Review Form

· Installation Guide Review Form

· User Guide Review Form

· Installation Review Form

· Weekly Review Form

· Performance Test Review Form

Application Guide Review Form

Completed by: ____________________ Office Symbol: __________________________ Phone: __________________ E-mail: ________________________ Date: _____________

Please complete the form and return to DS/FSE/TDB no later than one (1) week after completing the survey. Thank you for your participation.

Part 1: Usability Questions and Specific Comments on Ratings Please complete the questions below, using the 5-point rating scale indicated. Please enter any specific comments on rating in the space provided. Any rating of “1” requires a comment for substantiation, but comments for any rating are welcome.

1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neither Agree nor Disagree (No Opinion) 4 - Somewhat Agree 5 - Strongly Agree Specific Comments on Rating

Part 2: Additional Comments on the Application Guide and manufacturer’s literature Please make any comments that require extended explanation in the space provided below.

Additional Comments

Installation Guide Review Form

Phone: __________________ E-mail: ________________________ Date: _____________

Please complete the form and return to DS/FSE/TDB no later than one (1) week after completing the <product> installation. Thank you for your participation.

Part 1: Usability Questions and Specific Comments on Ratings Please complete the questions below, using the 5-point rating scale indicated. Please enter any specific comments on rating in the space provided. Any rating of “1” requires a comment for substantiation, but comments for any rating are welcome.

1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neither Agree nor Disagree (No Opinion) 4 - Somewhat Agree

Specific Comments on Rating

Part 2: Additional Comments on the Installation Guide and Manufacturer’s Literature

Additional Comments

User Guide Review Form

Phone: __________________ E-mail: ________________________ Date: _____________

Please complete the form and return to DS/FSE/TDB no later than one (1) week after completing the performance test. Thank you for your participation.

Part 1: Usability Questions and Specific Comments on Ratings Please complete the questions below, using the 5-point rating scale indicated. Please enter any specific comments on rating in the space provided. Any rating of “1” requires a comment for substantiation, but comments for any rating are welcome.

1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neither Agree nor Disagree (No Opinion) 4 - Somewhat Agree

Specific Comments on Rating

Part 2: Additional Comments on the User Guide and Manufacturer’s Literature

Additional Comments

Installation Review Form

Phone: __________________ E-mail: ________________________ Date: _____________

Please complete the form and return to DS/FSE/TDB no later than one (1) week after completing the <product> installation, programming, and verification. Thank you for your participation.

Part 1: Time Required to Install and Program the <product> Please enter the labor hours required to complete the tasks listed. Comments may be entered in Part 3 of this document.

Time to install the <product>

Time to program the <product> through the keyboard

Time to program the <product> with the programming software

Part 2: Usability Questions and Specific Comments on Ratings Please complete the questions below, using the 5-point rating scale indicated. Please enter any specific comments on rating in the space provided. Any rating of “1” requires a comment for substantiation, but comments for any rating are welcome.

1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neither Agree nor Disagree (No Opinion) 4 - Somewhat Agree 5 - Strongly Agree Specific Comments on Rating

Overall

Installation

System Programming

SMSe Integration

Appearance

Post 1 Integration (Applies to Posts B and D - ONLY)

Part 3: Additional Comments on Installation Review Form

Additional Comments

Weekly Review Form

Phone: __________________ E-mail: ________________________ Date: _____________

Please complete the form and return to DS/FSE/TDB no later than one (1) week after the end of the week being reported. Thank you for your participation.

Part 1: Overall Comments and Technical Beta Evaluation Please complete the questions below, accounting for daily occurrences. All occurrences or failures require a comment for substantiation. One feedback form is required for each week of the eight-week Pilot Project Plan. Please print and attach a weekly log summary of event data.

Unexpected events include loss of communications, unexplained alarms, component failures, or anything that deviates from normal operation.

Week ______

Saturday

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Walk Test

Post 1 Connectivity

SMSe Connectivity and Reporting

Event Printer

Part 2: Additional Comments on Installation Review Form

Additional Comments

Performance Test Review Form

Phone: __________________ E-mail: ________________________ Date: _____________

Please complete the form and return to DS/FSE/TDB no later than one (1) week after completing the Performance Test. Thank you for your participation.

Part 1: Usability Questions and Specific Comments on Ratings Please complete the questions below, using the 5-point rating scale indicated. Please enter any specific comments in the space provided. Any rating of “1” requires a comment for substantiation, but comments for any rating are welcome.

1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neither Agree nor Disagree (No Opinion) 4 - Somewhat Agree 5 - Strongly Agree Specific Comments on Rating

Overall

System Use

Part 2: Additional Comments on Performance Test Review Form

Additional Comments image1.png