Odessa Mobile Technology Project Plan

This document is a comprehensive project plan for the Odessa Mobile Technology Project. It outlines the project's purpose, goals, and objectives, including improving safety, facilitating information sharing, and enhancing staff effectiveness. The plan details the project's scope, including the introduction of mobile devices, digital CAD dispatch software, and automated field reporting software. It also addresses items beyond the scope, such as devices in supervisor vehicles and desktop upgrades. The plan includes a risk assessment, identifying potential risks and mitigation strategies, and outlines project milestones, assumptions, and constraints. The project management approach covers the project timeline, roles and responsibilities, issue management, and a communications plan. The document also includes a sign-off sheet for approvals from the project sponsor, manager, and steering committee.

ODESSA MOBILE TECHNOLOGY PROJECT
Project Plan
Odessa Mobile
Technology Project
Author: Debbie Whitson
Creation Date: 7/10/03
Last Revised: 7/10/03
Version: 1.0

ODESSA MOBILE TECHNOLOGY PROJECT
TABLE OF CONTENTS
INTRODUCTION................................................................................................................................................. 2
PURPOSE OF PLAN................................................................................................................................................ 2
BACKGROUND INFORMATION/AVAILABLE ALTERNATIVES........................................................................................2
PROJECT APPROACH............................................................................................................................................. 3
PHASE X: SECURE EQUIPMENT............................................................................................................................. 3
GOALS AND OBJECTIVES.............................................................................................................................. 4
BUSINESS GOALS AND OBJECTIVES....................................................................................................................... 4
PROJECT GOALS AND OBJECTIVES........................................................................................................................ 4
SCOPE................................................................................................................................................................. 5
SCOPE DEFINITION................................................................................................................................................. 5
ITEMS BEYOND SCOPE.......................................................................................................................................... 6
PROJECTED BUDGET............................................................................................................................................. 6
RISK ASSESSMENT................................................................................................................................................. 7
INITIAL PROJECT RISK ASSESSMENT...................................................................................................................... 8
MILESTONES........................................................................................................................................................ 11
ASSUMPTIONS................................................................................................................................................ 12
PROJECT ASSUMPTIONS...................................................................................................................................... 12
CONSTRAINTS................................................................................................................................................. 13
PROJECT CONSTRAINTS....................................................................................................................................... 13
RELATED PROJECTS............................................................................................................................................ 13
CRITICAL PROJECT BARRIERS.............................................................................................................................. 13
PROJECT MANAGEMENT APPROACH....................................................................................................... 14
PROJECT TIMELINE.............................................................................................................................................. 14
PROJECT ROLES AND RESPONSIBILITIES.............................................................................................................. 14
ISSUE MANAGEMENT............................................................................................................................................ 16
COMMUNICATIONS PLAN...................................................................................................................................... 17
ATTACHMENTS/APPENDICES...................................................................................................................... 19
APPROVALS..................................................................................................................................................... 20
Sign-off Sheet.................................................................................................................................................... 20
1

INTRODUCTION
Purpose of Plan
The Odessa Mobile Technology Project Plan will provide a definition of the
project, including the project’s goals and objectives. Additionally, the Plan will
serve as an agreement between the following parties: Project Sponsor, Steering
Committee, Project Manager, Project Team, and other personnel associated with
and/or affected by the project.
The Project Plan defines the following:
 Project purpose
 Business and project goals and objectives
 Scope and expectations
 Roles and responsibilities
 Assumptions and constraints
 Project management approach
 Ground rules for the project
 Project budget
 Project timeline
 The conceptual design of new technology
Background Information/Available Alternatives
Debbie: This section should describe the work you have done to date, the
choices you had with regard to hardware/software, and an explanation of how
you arrived at the decision to use L3 and Tiburon.
2

Project Approach
This section should outline the way you will roll out the technology, including the
highest level milestones.
For example:
Phase I: Secure agreement with vendors (L3 and Tiburon)
Phase II: Order/Install Equipment
Phase III: Install/Test Software
Phase IV: Conduct Hardware/Software Testing
Phase V: Conduct Training
Phase VI: Implement ARS/AFR
Phase X: Secure Equipment
Define the phases in more detail.
3

GOALS AND OBJECTIVES
Business Goals and Objectives
The business goals and objectives for this project will focus on implementing
mobile technology that:
 Improves officer, firefighter and citizen safety.
 Facilitates coordination and information sharing both internal and external to
the participating organizations.
 Enhances the ability and effectiveness of staff to perform their jobs.
 Facilitates coordinated crime prevention and reduction.
 Provides high levels of data security.
 Provides an open, flexible, reliable technology base for the future.
 Facilitates the electronic capture of data at its source.
 Is easy to use.
 Eliminate redundant data entry throughout the organization.
Project Goals and Objectives
Sample project goals and objectives:
 Ensure that end users have input into the design process.
 Accomplish project business goals and objectives within defined budget and
time parameters.
 Minimize impact to standard business operations within the affected units.
 Craft a favorable and secure agreement between the Department and the
selected vendor.
4

SCOPE
Scope Definition
The Project will introduce new mobile technology; including the following:
 35 mobile devices
 Digital CAD dispatch software
 Car to car messaging
 Internet access (?)
 Automated field reporting software
 GPS/AVL for automated dispatch
Including the following interfaces:
 CAD
 RMS
 AFR
 TLETS/NCIC/NLETS
Desired Enhancements
 Any?
5

Items Beyond Scope
The project does not include the following:
 Devices in supervisor vehicles
 Desktop hardware upgrade or replacement
 Printers
Projected Budget
Define the project budget and insert it here:
6

Risk Assessment
The initial Risk Assessment (following page) attempts to identify, characterize,
prioritize and document a mitigation approach relative to those risks which can
be identified prior to the start of the project.
The Risk Assessment will be continuously monitored and updated throughout
the life of the project, with monthly assessments included in the status report
(see Communications Plan) and open to amendment by the Project Manager.
Because mitigation approaches must be agreed upon by project leadership
(based on the assessed impact of the risk, the project’s ability to accept the risk,
and the feasibility of mitigating the risk), it is necessary to allocate time into each
Steering Committee meeting, dedicated to identifying new risks and discussing
mitigation strategies.
The Project Manager will convey amendments and recommended contingencies
to the Steering Committee monthly, or more frequently, as conditions may
warrant.
7

Initial Project Risk Assessment
Risk Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
Project Size
Person Hours H: Over 20,000 Certainty Assigned Project Manager,
engaged consultant,
comprehensive project
management approach and
communications plan
Estimated Project
Schedule
H: Over 12 months Certainty Created comprehensive
project timeline with frequent
baseline reviews
Team Size at Peak H: Over 15
members
Certainty Comprehensive
communications plan,
frequent meetings, tight
project management
oversight
Number of Interfaces to
Existing Systems
Affected
H: Over 3 Certainty Develop interface control
document immediately
Project Definition
Narrow Knowledge
Level of Users
M: Knowledgeable
of user area only
Likely Assigned Project Manager(s)
to assess global implications
Available
documentation clouds
establishment of
baseline
M: More than 75%
complete/current
Likely Balance of information to be
gathered by consultant
Project Scope Creep L: Scope generally
defined, subject to
revision
Unlikely Scope intially defined in
project plan, reviewed
monthly by three groups
(Project Manager and
Steering Committee) to
prevent undetected scope
creep
Consultant Project
Deliverables unclear
L: Well defined Unlikely Included in project plan,
subject to amendment
Vendor Project
Deliverables
M: Estimated, not
clearly defined
Somewhat
likely
Included in project plan,
subject to amendment
Cost Estimates
Unrealistic
L: Thoroughly
predicted by
industry experts
using proven
practices to 15%
margin of error
Unlikely Included in project plan,
subject to amendment as
new details regarding project
scope are revealed
Timeline Estimates
Unrealistic
M: Timeline
assumes no
derailment
Somewhat
likely
Timeline reviewed monthly
by three groups (Project
Manager and Steering
Committee) to prevent
undetected timeline
departures
8

Risk Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
Number of Team
Members
Unknowledgeable of
Business
L: Team well versed
in business
operations impacted
by technology
Unlikely Project Manager and
consultant to identify
knowledge gaps and provide
training, as necessary
Project Leadership
Steering Committee
existence
L: Identified and
enthusiastic
Unlikely Frequently seek feedback to
ensure continued support
Absence of
Commitment
Level/Attitude of
Management
L: Understands
value & supports
project
Unlikely Frequently seek feedback to
ensure continued support
Absence of
Commitment
Level/Attitude of Users
L: Understands
value & supports
project
Unlikely Frequently seek feedback to
ensure continued support
Absence of Mid-
Management
Commitment
L: Most understand
value & support
project
Unlikely Frequently seek feedback to
ensure continued support
Project Staffing
Project Team
Availability
M: Distributed team
makes availability
questionable
Somewhat
likely
Continuous review of project
momentum by all levels.
Consultant to identify any
impacts caused by
unavailability. If necessary,
increase committmment by
participants to full time status
Physical Location of
Team prevents
effective management
M: Team is
dispersed among
several sites
Likely Use of Intranet project
website, comprehensive
Communications Plan
Project Team’s Shared
Work Experience
creates poor working
relationship
M: Some have
worked together
before
Somewhat
likely
Comprehensive
Communications Plan
Weak User Participation
on Project Team
L: Users are part-
time team members
Unlikely User Group Participants
coordinated by full time
employee
Project Management
Procurement
Methodology Used
foreign to team
L: Procurement
Methodology
familiar to team
Unlikely N/A
Change Management
Procedures undefined
L: Well-defined Unlikely N/A
Quality Management
Procedures unclear
L: Well-defined and
accepted
Unlikely N/A
Software Vendor
Number of Times Team
Has Done Prior Work
with Vendor Creates
Foreign Relationship
H: Never Certainty A comprehensive vendor
evaluation and selection
process (incorporated into
Project Plan) will be employed
to predict and define the
9

Risk Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
relationship between the
department and the vendor
Team’s Lack of
Knowledge of Package
M: Conceptual
understanding
Somewhat
likely
Comprehensive vendor
evaluation and selection
process incorporated into
Project Plan will assist the
team in better understanding
the package offering(s)
Poor Functional Match
of Package to Initial
System Requirements
L: Minimal
customization
required
Unlikely Although a package has not
yet been selected, the
Consultant has compared the
initial requirements with
available functionality and
determined that a functional
match to the initial
requirements is very likely.
Vendor selection will be
based, in part, on how well the
proposed application matches
defined functional
specifications.
Team’s Involvement in
Package Selection
Impacts Success of
Implementation
L: High involvement
in selection
Unlikely Comprehensive vendor
evaluation and selection
process incorporated into
Project Plan
10

Milestones
The following represent key project milestones, with estimated completion dates:
Milestone Estimated Completion Date
Phase I: XXX
Initial Steering Committee Meeting 00/00/2003
11