Milestone 1 Review Define Phase Complete

Cost Data Integrity Project September 20, 2007

Introductory Information
What problem is this project trying to solve? Processes related to the capturing and reporting of actual costs within the Project Management System (PMS). These costs are not considered reliable given the current processes in place. Need to rapidly mature these processes so that senior leadership and project managers can properly evaluate cost performance.

What is the scope of this project? Has it changed since the Project Charter was issued? All IT investments that are considered developmental must participate in using Earned Value Management and report the results in the Monthly Performance Reviews. These projects define the scope of this project; i.e. focus on the procedures these projects follow in capturing their costs. No the project scope has not changed and is not expected to change. The Project Charter is fairly specific as to scope.

Critical to Quality
What are some of the CTQs for this project? There are five inputs that are critical to quality: Timesheets depend upon two critical inputs: Hours and Rates Expense Entries depend upon three critical inputs: Vendor Invoices, Employee Expenses and Procurement Credit Card entries. Each of these inputs can represent a CTQ, such as accurate base rates for timesheets or accounting for all hours each week for timesheets. Do you have some idea on what our current performance or defect rate is? Not yet, we have to sample the data to fully understand how high the error rate is. However, our discussions with System Administrators indicates that most projects are not fully compliant with entering all timesheets. This problem also exists with expense entries; i.e. not all vendor invoices are entered. So we suspect that the error rate is extremely high.

Project Deliverables
What are some of the work products during this phase of the project? Thought Process Map Outline of critical questions that need to be answered and possible techniques for analyzing the problems. SIPOC Diagram Map the overall process and input streams Critical to Quality Define what is critical to the quality of cost data Operating Definitions A basic level of performance, what has to be measured, and the measurement results (to be determined in the next phase)

What quality control reviews were conducted to ensure work products were acceptable? The project team submitted all work products to the PMO Staff for review and approval. We also sought out guidance from the CIO Leadership Council members; especially those who are Six Sigma Black Belts since this project is following the DMAIC Six Sigma approach.

Project Goals and Objectives

What are some of the process areas this project will improve? Timesheet processing making sure a control procedure is in place to make sure timesheets are getting processed. Vendor invoices making sure all projects have a control procedure to properly capture vendor invoices. .

When can we expect to see these improvements implemented? ccccccccccccccccccccccccc.

Project Performance
Is this project on schedule according to the project plan? dddddddddddddd.

Is this project on budget according to the project budget? Project is currently under-budget as follows: ccccccccccccccccccccccccc.

Questions and Comments