Enterprise Project & Portfolio Management solution

Statement of Objectives Support for the Implementation of Enterprise Project and Portfolio Management I. BACKGROUND In fiscal year 2010, the Department of Housing and Urban Development was given new authority by Congress to conduct a transformation initiative in four areas: - Research, evaluation, and program metrics - Program demonstrations - Technical assistance and capacity building - Information technology To better carry out HUD's mission and meet these challenges, the agency has developed an organizational "Transformation Initiative" (TI) to deal with the broad range of persistent management, programmatic, operational and human capital challenges. One of the five strategic goals for the Department is to transform the way HUD does business. As part of the Transformation Initiative, the Office of the Chief Information Officer (OCIO) implemented the Information Technology Management (ITM) governance controls in FY 2011 to account for the usage of IT funding. To continue to support the department's transformation initiative the OCIO is expanding its governance to uniformly control the project and portfolio management for IT through the implementation of an Enterprise Project and Portfolio Management Solution and Service. II. OVERALL OBJECTIVE OR SCOPE OF EFFORT The purpose of this SOO is to obtain support to develop and implement an Enterprise Project Portfolio Management (EPPM) solution leveraging HUD's existing investment in the Microsoft EPM technologies such as Microsoft Project 2010 Professional and Project Server 2010 and by engaging with a vendor who will provide add-on products and services to meet the objectives outlined within this Statement of Objectives. Vendors with products that provide the desired capabilities "out-of-the-box" with configuration services will be preferred, however, custom developed add-on solutions will be considered. Some capabilities provided by the Project Server "out-of-the-box" will be covered, in this statement of objectives, but the focus will be on those additional capabilities provided by the vendor through its add-on software, and the services required to configure the solution in a "best practices" manner to meet the needs of HUD. The EPPM solution will capture a defined set of metadata for IT related projects and in the future may be used to capture information about other types of projects. In addition HUD's EPPM solution will unify project and portfolio management into a single solution, data store and process thereby helping the organization to align resources and investments with strategic priorities more effectively, gain control across all types of work, and visualize performance by using effective and efficient dashboards. The primary objectives are: - A Portfolio and Project Management portal to streamline and standardize the initiation of all types of work centralizing project and operational activities which provides visibility across all request and in-flight initiatives to effectively identify and eliminate duplicative request and quickly assess the impact on available resources. - An integrated solution providing a single point of access to project and portfolio data ensuring consistent access to common, authoritative data which allows top-down portfolio management techniques with bottom-up project management capabilities. - The standardization of the collection of data to facilitate enterprise reporting and increase transparency allowing leadership to make informed decisions. The primary goal of the Enterprise Project Portfolio Management solution is to enable an integrated and cohesive information management system to collect, organize, process and manage the financial, operational, program & project data needed to operate HUD's business and improve investment selection and service delivery for customers using Microsoft Project Server 2010 and any add-on software necessary to most efficiently and effectively meet the objectives. Key Benefits: ? Enhanced Decision Making at the Portfolio Level ? Improve Project Delivery and Resource Management ? Visibility in to IT Demand and Capacity ? Ability to Manage One IT Portfolio ? Gain Financial Transparency ? Simplified Annual Planning Process & Tools It is expected that the EPPM solution's Initial Operating Capability (IOC) for IT Project and Portfolio Management will be developed and implemented within 4months, and that capability enhancements will continue through-out the year of services. III. PROJECT REQUIREMENTS/SPECIFIC OBJECTIVES - Provide common and standardized processes for project management, forecasting resource demand and reporting in a consistent and uniform manner. - Provide Enterprise information, data, and status suitable for the decision making and planning processes of the IT Portfolio executives and staff ensuring data whose origin is common throughout the enterprise. - Implement a solution that reduces overall development and sustainment costs to the Department improving the return on investment. - Manage risk associated with the project. ? Cost, schedule, performance risk ? Change management ? Technical risk - Deliver capabilities according to evolving requirements. - Provide administrator-managed access controls at the following levels (Portfolio, LOB, Program Area, Investment, Project) - Provide an audit trail of all transactions performed by user - Leverage current data as a means to control initial development cost, alleviate redundancy and duplicity in data and processes and, maintain data integrity, consistency and, reliability. IV. TASKS/DELIVERABLES The tasks and deliverables for this SOO will be broken into 3 phases, each of which will deliver incremental and progressively elaborate capabilities. The capabilities specified in the Phases below are envisioned and may move between phases based on changing priorities or the ability of the organization to consume the changes, and in collaboration with project sponsor, overall HUD leadership and the project team a) Phase 1- Project Management The required tasks/outputs for this phase are as follows: - Provide the ability for users to create a project schedule based on a standard template - Provide the ability to tailor the standard WBS by adding or subtracting tasks - Provide the ability to identify and assign resources to each task in the project from the Office Exchange Global Address List - Provide the ability to select a LOB, segment, investment and program area from a predefined list - Provide the ability to baseline a project schedule and show all baselines for the project - Provide the ability for an approval workflow to be built into the tool so that a project schedule is not baseline without the appropriate approvals based on HUD Governance and PPM methodology - Provide the ability to import and export project schedules - Provide an interface with SharePoint to create a designated Project area in the SharePoint to store Project related information, to enhance collaboration and enable knowledge sharing - Provide the ability to send notifications through Exchange to individuals that have access to Project Server - Provide the ability to display Gantt and Pert charts with task labeled with start and end dates - Provide the ability to easily create reports and dashboards by leveraging Project 2010 built in tools - Provide the ability to create an EVM report at the project level - Provide the ability to create project budget/spend plans, track actuals and create forecast of project spend at various levels of granularity as required (i.e. by month, quarter, year, etc.) - Provide the ability to create project budget/spend plans at various levels of the HUD Budget Object Classification Codes (BOC) - Provide the ability to govern the collection of the right data at the right time (i.e. leverage workflow to require more granular estimates as budget estimates are refined) - Provide the ability to create a Microsoft Project Server workflow to support governance of data collection and investment/project approvals using a "drag-and-drop" interface. - Provide the ability to enable unique workflows and governance structures based on the associated project types (i.e. a process improvement project may have different approvals and required data elements than and IT development project) - Provide the ability to manually or automatically (via workflow) snapshot project data elements and financial information to support advanced reporting, trend analysis and audit support b) Phase 2 - Portfolio Management The required tasks/outputs for this phase are as follows: - Provide the ability to create an investment portfolio - Provide the ability to classify an investment as major or non-major - Provide the ability to display a portfolio dashboard - Provide the ability to include the HUD Governance workflow of the portfolio management process - Provide the ability to display portfolio reporting and analysis - Provide the ability to navigate through the Portfolio by Line of Business (LOB), Program Area, Investments, and Projects - Provide the ability to associate multiple projects to an investment - Provide the ability to associate an investment to a Program Area or LOB - Provide the ability to assign a PCAS number to an investment - Provide the ability to assign budgets at the project level - Provide the ability to capture and track budget information for an investment (original, current and proposed) - Provide a budget summary - Provide the ability to capture an investments ranking related to organization goals to determine strategic value to the organization to be utilized in the portfolio optimization process - Provide the ability to capture information related to risk, architectural fit, business fit, cost, etc... in order to support decision making - Provide the ability to run what-if analysis optimization scenarios under various budgetary constraints - Provide the ability to assess capacity and adjust project schedules to maximize resource utilization across the planning horizon - Provide the ability to identify, manage, and report project risks - Provide the ability to create the EVM report at the investment level c) Phase 3 - Advanced Capabilities The required tasks/outputs for this phase are as follows: - Provide the ability to interface with eCPIC - Provide the ability to interface with the IT Federal Dashboard - Provide metrics reporting to: o Understand EPPM solution usage o Identify bottlenecks o Support process improvement o Demonstrate ROI o Track change requests and support request o Monitor trend on project performance Conclusion: In general, the objectives provided in this Statement of Objectives represent the required capabilities the Department will need to attain their objectives and goals to enable an integrated and cohesive information management system to collect, organize, process and manage the financial, operational, program and project data required to operate HUD's business and improve investment selection and service delivery for customers. The EPPM solution will form an enterprise foundation with full end-to-end project and portfolio management providing executives in the organization the ability to select project portfolios that align best with their business strategy by providing techniques to prioritize competing requests, run optimization scenarios under various budgetary limits and maximize resource utilization. In addition, EPPM will provide transparency and control of the department's investment combining the robust business collaboration platform services and structured execution capabilities to provide flexible work management solutions on a single platform.