Gate F - To Enter: Feasibility Study
Patricia Monclus
Created on July 9, 2024
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Transcript
The Project (Feasibility) Team
Project Working Area
The Feasibility Purpose & Timeline
About the Project (from the Demand)
prior to Feasibility Study
Classifications
Checklist for ALL Projects
High Security Controls Gate Checklist
Project Classification is Defined:
Classifications
Determines the level of IT security controls needed based on the security risks involved. If high risks are identified, "High" security controls will be necessary. Otherwise, it's marked as "Not High."
A designated person in IT Security have to review and confirm the project classification.
They do this by adding their name with an '@' symbol on the Confluence page, which serves as a record of their approval.
Complex Project Determination: This step decides if a project is complex based on its size or complexity.
If it is, it will require additional controls as outlined in the IT Project Management and IT Service Delivery Processes. This is marked as "Complex" or "Not Complex" accordingly.
About the Project (from the Demand)
The Customer for the Project: Identifies who the project is for.
The Project Sponsor: needs to be identified to endorse and support the project.
Project Purpose/Objective/Scope: Should be outlined as known at this stage, which includes what the project aims to achieve and its boundaries.
Project Deadlines and Budget: Any known deadlines and budget should be set, including any external resources needed, like personnel from u-blox or third parties.
Scale/Size/End Date: The initial expected scale, size, and end date of the project should be estimated to guide the project's timeline.
The Project (Feasibility) Team
Project Manager Identification: A Project Manager must be identified to oversee the Feasibility Study. This person will be responsible for the study's execution and ensuring that it meets its objectives.
Technical Lead or Solutions Architect Identification: A Technical Lead or Solutions Architect must also be identified for the Feasibility Study. This individual will provide technical guidance and ensure that the study's technical aspects align with the project's goals.
Team Resource Allocation: The resources required for the Feasibility Study, including the Project Manager and Technical Lead, must be allocated. This allocation should be documented in the IT Portfolio and Project Allocation sheet.
PMO Resource Availability Confirmation: The Project Management Office (PMO) must confirm that the resources needed for the Feasibility Study are available. This is typically done through a Resource Capacity Simulation, which helps to ensure that the necessary team members are available to work on the study without overcommitting resources.
The Feasibility Purpose & Timeline
Feasibility Study Purpose and Objectives: This defines what additional goals the Feasibility Study aims to achieve beyond the primary objectives outlined in the Project Management (PM) Process. It's important to specify these extra objectives to ensure the study provides additional value.
Scope of the Feasibility Study: It's crucial to establish clear boundaries for the study. This means defining what will be included in the Feasibility Study and, importantly, what will not be included. Setting these boundaries helps to manage expectations and focus the study on specific areas.
Feasibility Timeline: A clear end date for the Feasibility Study must be defined. This date should be documented in the IT Portfolio and Project Allocation sheet and tracked in JIRA to ensure that the study progresses on schedule.
Project Working Area
Confluence Space Creation: A dedicated space for the project should be created under the PMO Project HUB in Confluence. This is where all project-related documentation and communication will be centralized.
Status Report: A blank Status Report template should be prepared in the Confluence space. This report will be used to track and communicate the project's progress to stakeholders.
Project Progress Minutes Page: If needed, a Project Progress Minutes Confluence Page should also be created. This page will be used to document the minutes of project meetings, decisions made, and action items.
High Security Controls - Gate Checklist:
Security Expert Allocation: If the Feasibility Study involves work that goes beyond the primary objectives and entails higher security risks, a Security Expert should be identified and allocated specifically for the Feasibility Study. This step is to ensure that any additional security concerns are addressed by a qualified individual.
Technical Lead / Solutions Architect
To know more visit: Technical Lead / Solutions Architect page in Confluence
The role responsibilities of an IT Architect in a project are focused on the design and implementation of IT solutions that align with the organization’s business goals and technology standards. The key responsibilities:
- Technical Leadership: Providing guidance to project teams, ensuring IT solutions adhere to best practices and standards.
- Solution Design: Crafting IT solutions that are scalable, reliable, secure, cost-effective, and aligned with strategic objectives.
- Governance: Engaging in IT governance to align projects with enterprise architecture and IT strategy.
- Risk Management: Identifying and mitigating technical risks to ensure robust and resilient solutions.
- Collaboration: Working with project managers, business analysts, and stakeholders to translate business needs into technical requirements.
The Project Sponsor:
- “…is someone who champions the project from a business perspective and helps to remove obstacles that might harm its overall success..”
- “…endorses and defends the project as a valued investment of organizational resources, an investment that serves the organization's strategic objectives….”
- “…Organizations have more opportunities than funds and people to work them. The project sponsor lobbies for the approval and subsequent funding of the project…”
- “…is typically a member of senior management who carry a respectable level of influence and authority and serve as proponents of projects…”
- “…does not micromanage a project… …Decisions related to scope, schedule and costs that affect changes to external commitments must include the project sponsor…”
If a project has no apparent sponsor or a weak sponsor, the project will suffer a severe handicap.
What Is a Project Sponsor? Roles & Responsibilities
Effective Project Sponsor Duties & Responsibilities | PMI
The Project Sponsor is one person and not a Team or a Group.
Project Sponsor
The core responsibility of a Project Manager is to lead the project team towards achieving the project's objectives by effectively managing resources, timelines, and stakeholder expectations, ensuring alignment with the organization's goals.
- Day-to-Day Management: Overseeing the project on a regular (daily) basis to ensure that it progresses as planned.
- Scope Management: Defining and managing the scope of the project to ensure that the project includes all the work required, and only the work required, to complete the project successfully. Ensure that during the running of the project, there is not “scope creep” and what is done remains in scope.
- Documentation: Keeping comprehensive project documentation for reference and reporting purposes, including:
Project Manager
- Status Report Updates - at least every 2 weeks - PM Responsible.
- Regular Project Meeting Minutes.
- Action Lists.
- Project Schedule (in JIRA).Project Risks.
To know more visit: Project Manager page in Confluence
To know more visit: Project Security Expert page in Confluence
Project Security Expert
The Project Security Expert for a Project is responsible for Information Security on the Project, for the entire LifeCycle of the Project. The responsibilities ensure that security considerations are integrated throughout the project lifecycle, maintaining the integrity and security of IT solutions are:
- Responsible for ensuring the security of IT projects by applying specific policies like GDPR,
- Assessing security needs based on CIA classification,
- Managing authentication and access,
- Raising user awareness on security duties,
- And ensuring compliance with legal and contractual obligations.