Project Kick Off Briefing

Cost Data Integrity Project

August 30, 2007

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 Agenda

• Project Purpose & Scope

• Project Team & Timeline
• Project Organization
• Project Approach
• Project Deliverables
• Project Status
• Next Steps

2
 Project Purpose and Scope

• Address broken process with Project

Management System – Capturing Actual Costs
• Critical Project per CIO
• Data Capturing and Reporting Issues
• Different Data Streams:
– Timesheets
– Vendor Invoices
– Employee Expenses
• Scope of Project = IT Developmental Projects
3
 Project Team and Timeline

• Four full time SME – Subject Matter Experts

– Project Management System
– Process Improvement / Six Sigma
– System Administrative Support = 1 Person Budgeted
• Four Month Duration
• Three Important Sponsors:
– Chief Information Officer (CIO)
– Project Management Office
– CIO Governance Council

4
 Project Organization
• Final authority
Secretary of Agency • Sets overall agency policy

Chief Information • Champion the project results

Officer • Critical to getting solutions
implemented

• Main project sponsor

Director, Project
Management Office • Directly supports the project

• Works directly with other Project

Process
Improvement Team Managers
• Meets weekly with PMO Staff
5
 Project Approach

• Six Sigma DMAIC Approach

– Design: Identify key inputs critical to the process
– Measure: Collect data and measure defects
– Analyze: Root causes of the problem
– Improve: Solutions to solve the problem
– Control: Reach higher sigma levels
• Include Milestone Reviews for Quality Control
• Training and SOP Documents probably will be
required

6
 Project Deliverables

• SIPOC Diagram = Map the Process

• Gantt Chart = Main Impacts on Costs
• Critical to Quality = Key Process Inputs
• Performance Standards = What to measure
performance against
• Attribute MSA = Reliability of Data
• Hypothesis Testing = What will work
• Control Charts = Visually monitor progress

7
 Project Status

• Team in place
• Preliminary Work
– Interviewing Targeted Projects
– Collecting and Reviewing System Data
– High Level Process Mapping (SIPOC)
– Project Selection Analysis
– Thought Process Map

8
 Next Steps

• Approval of Project Charter

• Finalize Project Plan and Schedule
• Initial Data Capture and Analysis
• Identification of Critical to Quality and
Operating Definitions
• Establish Baseline Performance Levels
• Solutions > Improve > Control

9
Questions and Comments

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