Project Plan:

Title: Just Do It!

Introduction:

Review and Standardization of OTS Forms - Standardization of departmental forms in an effort to eliminate obsolete reporting structures and minimize time in reporting essential criteria.

Sponsor's Name - Elaine L. Williams, Chief Technology Officer - 773-553-1300 - ELWilliams@cps.k12.il.u1

Project Mgr./Team:

Project Manager

Chris Grant, Phone, EMail

aka "Stinky"

Research and Development

Dr. Phyllis Tate, Phone, EMail

aka "Pulp Fiction"

Project Coordinator

Jan Leimer, Phone, EMail

aka "Roach"

Project Librarian

Kim Tunney, Phone EMail

aka "KA"

SMEs

Deliverables:

Inventory -

Revised and Accepted Forms Library - Standard Forms that are Branded

Website Accessing Forms

Document Explaining "How To" Access Forms, plus Examples

Matrix of Usages

References:

Use of CPS Administrative Reference Manual

Definitions:

Matrix of Usages: Grid delineating who uses what forms, for what purposes.

Branded: Documents have uniform look with OTS logo.

Standardization: Process used to review forms; to eliminate and add forms as appropriate.

Project Organization:

Project Responsibilities:

Project Manager		600 hrs
	Overall Mgmt. of Project
	Team Structure
	Liaison to CTO
Research & Development		400 hrs.
	Inventory
	Outside OTS Sources
Project Coordinator		600 hrs.
	Inventory (w/R&D)
	Document Control
Project Librarian		300 hrs.
	Setup Library for Completed Forms
	Develop Filing Structure

Other Processes:

Inventory - Catalogue current forms

Survey - Survey department heads on form usage. Survey also includes opinion on needed forms. Information is summarized in Matrix of Usages.

Create - Create forms; test and review, as appropriate.

Publish to Web - Provide documentation.

MANAGERIAL PROCESS:

Management Objectives:

Need to utilize technology available today, especially when our department is responsible for promoting technology. There has been a dramatic increase in the use of paper forms and documents, which we believe has redundancies throughout. We are requesting that you reduce the amount of forms and paperwork within the department by redesigning and creating web-based form fill-out systems and data warehouse space to gather information.

Project Controls:

· Weekly Status Reviews of project progress during the weekly project status meeting.

· Microsoft Project Central will be used to track task completion and % completed.

· Change control will use a change request submission submittal through the PMO Home Page and process.

· The PM has authorization to recommend and make all necessary change approvals.

Risk Management:

During the survey of Subject Matter Experts (SMEs) they will asked to identify issues with current documents. Minimal issues will require only revision of the document. Identification of substantial issues will cause the convocation of a focus group to advise whether the form/s should be revised or discarded.

Project Staffing:

Graphics Designer - design of new forms/redesign of old

Web Designer - take Word documents and transfer to website

Administrative Assistant - assist in development of forms thru knowledge of Word Forms Development

(2) Clerical Staff - assist Project Librarian, typing, filing

Technical Process: Inventory, Survey, and Users Redesign w/Designer and Place Web

Microsoft Project

Microsoft Word

Dreamweaver

The JEDI Project will utilize the OTS Department's PROGRESS Methodology for the implementation of the project.

Work Packages, Schedule, and Budget

Major Work Packages:

1. Review and analyze present forms; inventory

2. Create survey,distribute, tally responses

3. Revise (eliminate old/add new)

4. Create forms, run test, and revise, as necessary

5. Publish to Web

Deliverables:

· Inventory -

· Revised and Accepted Forms Library - Standard Forms that are Branded

· Website Accessing Forms

· Document Explaining "How To" Access Forms, plus Examples

· Matrix of Usages

Other Work Related Information:

Major Assumptions:

· Project has priority in the allocation of resources

· SME's will be assigned to the project and complete all assigned tasks

· Technical assistance in web development will be assigned

Software: Microsoft Project

Microsoft Word

Schedule:

The Senior Management has given the JDI Team 3 mos. to complete the project. The summary is listed below:

Phase	Start	End
Concept	12/1/01	12/3/01
Development	12/3/01	12/3/01
Implementation	12/10/01	2/1/01
Close Out	2/2/01	2/15/01

Budget:

Items	Cost	Total
Website Hosting	40 per month	120.00
Survey Distri., Printing - Kinkos		250.00
Postage		82.50
Database Collection Consults/Interns	30 per hour	480.00
		932.50