RoadMap™ Framework

Project Management Methodology

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Idea RoadMap™ Project Management Methodology

Idea RoadMap™ Project Management Methodology

Idea’s methodology revolves around well-defined processes, from an organizational discipline
and in the day-to-day operations of our solution delivery model to our clients. We provide
excellence in these processes through our focus on quality resource recruitment and
acquisition, quality measurements, effective project planning and management. Not only do we
strive to maintain the highest levels of quality using our own processes, we also subscribe to
industry standards as to how that quality is measured.

Statistics show, and our experience confirms, that projects closely managed to specific, well-
defined delivery procedures, milestones and quality targets have a greater success rate with on-
time and on budget expectations. In recognition of this fact, Idea has established its project
management process and methodology, Idea RoadMap™. The pursuit of this has proven Idea’s
commitment to quality based on the significant amount of money and time invested in the
infrastructure, training, documentation, and implementation of standards and procedures.

The Idea RoadMap™ Components

RoadMap is a powerful Family of Methodologies for planning, managing, and tracking
Information Technology engagements across all of Idea’s Solutions Capabilities.

Projects in all of these areas are linked into Idea’s e-Business focus, and require multi-discipline
project teams spanning creative, technical and business disciplines. It is essential that these
teams operate within a common framework against a common set of activities to ensure
consistency and focus. It is also critical that the consultants have access to the most current
best practices and latest sample deliverables and templates specific to the type of engagement.
The Idea RoadMap also drives the repository for the best practice activities and latest
deliverables for all major Idea Practices; and is readily accessible to Idea consultants, whether
on client sites or in Idea offices across the country.

When properly applied, this methodology can assure the rapid delivery of high-quality services
and engagements in a cost-effective manner. It also provides a reliable method for estimating
engagement costs and scheduling, and provides a mechanism for bringing continuous
improvement to the entire solution delivery and maintenance process as well as the
Methodology itself. The Family consists of three primary components that are described below:

1. RoadMap Framework
2. Process Methods
3. Practice Methods

RoadMap™ Framework
Every engagement follows the same sequence of phases, from an initial vision that will provide
a good return on the investment, through deployment of the services or solution. The RoadMap
framework is made up of seven distinct phases:
 Figure 1 - RoadMap Lifecycle Phases

Key Deliverables by Phase

This section is intended to describe the milestones and deliverables that the client team can
expect throughout a project managed by Idea Integration. These items have been aligned with
our process methodology in order to maximize recognition of the project’s progression through
the lifecycle.

Phase Activities Deliverables Client Approvals

Preparation • Initial, high-level client • Proposal • Proposal approval
Phase: meetings to clarify scope • Project award
• Identify personnel
resources
• Proposal development
Orientation Phase • Project Kickoff meeting • Project Charter • Project Charter
• Identify stakeholders • Project Plan approval
• Develop Project Charter • Weekly Project • Project Plan
• Define Change and Risk Status and Budget approval
Management plans reports
• Develop Project Plan and
Detailed Timeline
• Weekly Status meetings
with the client team
Phase Activities Deliverables Client Approvals
Definition Phase • Requirements Definition • Requirements • Requirements
• Functional Analysis Document document approval
• Business Process Analysis • Wireframe Design • Wireframe Design
and Design • Analysis & Design approval
• Data Modeling documentation • Analysis & Design
• Define Wireframe design • Creative Design document approval
• Wireframe design - Client concepts • Creative Design
review • Weekly Project concept approval
• Develop Creative Design Status and Budget
concepts (3 rounds) reports
• Creative Design - Client
review
• Weekly Status meetings
with the client team
Construction • Detailed Design • Solutions • Test Plan approval
Phase documentation/diagrams Prototypes (various • Application Preview
• Application Development maturity stages) – High-level
and System Integration • Functional functionality approval
• Define System Test Plan application site for
• Organize Training Preview
documentation • Test Plan
• Create Application Build • Build document
document • Weekly Project
• Communication with Status and Budget
client IT teams to plan reports
rollout of Production system
• Weekly Status meetings
with the client team
Testing Phase: • System Testing • Fully tested solution • User Acceptance
• User Acceptance Testing for Preview Testing sign-off
(Client) • Completed Test
• Preparation for Production Plan documentation
deployment with results
• Continue creation of • Weekly Project
Training documentation Status and Budget
• Communication with reports
client IT teams to plan
rollout of Production system
• Weekly Status meetings
with the client team
Deployment • Communication with • Final Build • Final approval for
Phase client IT teams to plan documentation launch of the solution
rollout of Production system • Fully deployed
• Create necessary request solution to Production
tickets for client IT teams environment
• Revise Build • Weekly Project
documentation per results Status and Budget
of the Testing phase reports
• Submit necessary Build
and Design documents to
client IT teams
• Package application
assets for migration to
hosted environment (as
necessary)
• Weekly Status meetings
with the client team
Closeout Phase: • Project post-mortem • Training • Project Completion
meeting(s) with the client documentation sign-off by the client
• Weekly Status meetings • Final Project Status point-of-contact
Phase Activities Deliverables Client Approvals
with the client team and Budget reports for • Training
the project documentation
approval
Table 1 – Summary of Activities by RoadMap Phase
Within the Framework, there are two sets of Methods that are employed to support an
engagement: Process Methods and Practice Methods.

Process Methods
Idea has created a Process Library that covers the key process activities of project
management, software development, configuration management, process definition and
improvement, quality assurance, and training. These processes make up RoadMap’s Process
Methods that are mapped to the phases in the RoadMap Framework.

RoadMap’s Process Methods provide procedural and structural support for the engagement
practitioners. The processes fit within the Framework to provide basic management guidelines
for any type of engagement performed by Idea Integration. Together, the Process Methods and
Framework allow the flexibility needed by managers for efficient delivery, while still ensuring
adherence to our high standards of quality.

Practice Methods
RoadMap’s Practice Methods provide guidance in how to carry out the engagement based on
the particular type of Practice. Practice Methods contain the collective knowledge of our
practitioners about specific requirements for each type of engagement, including specialized
techniques and supporting material for each Practice. Continuing to evolve, Idea’s Practice
Methods are further developed and applied as new practices emerge and the marketplace
creates a need for additional services and solutions.

Figure 2 – Process & Practice Methods

Project Monitoring and Control Measures
Corporate Oversight
Idea has a national Project Management Office that works to establish the standards and best
practices for project delivery for all Idea Integration branches. Each branch has a PMO
representative that is part of the local management team and reports to the branches Managing
Director. This person is responsible for the overall delivery of engagements and the
implementation of the organizational delivery standards local to the particular branch.

This person represents their branch during national PMO meetings and events and reports on
the successes and necessary improvements for the process based upon actual process
performance from local project engagements. This organization reviews and establishes
process improvement requests and is chartered with the ongoing maturity of the methodology.

Tracking & Reporting

At the branch level, mechanisms are established by default for all programs and project
engagements in order to provide appropriate visibility into delivery performance and progress of
the engagement(s). Idea creates a project site for each initiative that we have with a customer
in order to provide this transparency. All relevant artifacts, deliverables, and reports are
uploaded here from all parties to provide a fully collaborative environment for the project. The
project site also provides project details in the core content of the site, which are updated
periodically, to provide a high-level perspective of the project’s current status, recent
achievements and upcoming deliverables and goals.

At the artifact level, all information is fully traceable throughout the project lifecycle from
Requirements to Test Cases. Similarly, the work units from the project plan and subsequent
reporting mechanisms are tracked at the lowest WBS level and time is reported to the project at
this level by consultants. This ensures that the actuals and estimates of each assigned task can
be monitored at the most granular level using various analytical techniques. As the project is
planned and structured during the Orientation phase, these work units are associated to the
larger milestones necessary to monitor the true performance of the project and provide reliable
indicators of the project’s health.

Control Mechanisms
Based upon our methodology standards for project planning and management along with the
reporting and time tracking procedures used at the project level, Idea is able to establish project
performance review activities to make incremental deep-dive audits of the project’s performance
to the planned baselines of the engagement as set by the Project Manager and team.
During the deep-dive audit the PMO utilizes the following components in the context of the
performance analysis:

 Productivity
 Schedule/Duration
 Level of Effort
 Reliability/Quality
During the performance review, the PMO representative will perform variance and trend
analysis on these criteria to assess the health of these control points. The team will determine
the source and magnitude of any variance(s) related to the project and will establish a corrective
action plan to bring the project’s performance back into alignment with the original baseline
targets.

In order to maintain a separation of duties with projects/programs in our portfolio, we have

established internal change control procedures that require the escalation; and therefore
visibility, of certain project situations. Modifications to the following components require Idea
Director review and approval:
 Project Initiation Worksheet – change in scope of the proposed project management
deliverables for the engagement
 Functional Scope Change Request – change in scope of the proposed solution
development deliverables for the engagement.
 Project Baselines – modification to the control baseline(s) for the project.
 Control Thresholds – variances in excess of 15% for any work package require an
escalation to the Program Director and PMO.

Confidentiality & Security

Through our standard rules of engagement, our organization and consultants will sign non-
disclosure agreements with the appropriate parties to ensure an appropriate level of privacy and
confidentially with the project work that we are engaged on with the State of Oklahoma. At the
project-level, any hard-copy or electronic assets are secured physically or through digital
mechanism to ensure that only relevant parties (internal or external) have the opportunity to
access information related to the client’s program. Access is granted on a per user basis to
ensure that standard password expiration and other safeguards related to network security can
be properly enforced.

The Project Manager’s Toolkit

RoadMap is a manager’s framework for the engagement, identifying the sequence of major
lifecycle phases, listing the individual tasks for each phase, and providing advance warning of
pitfalls for each incremental gate and area of delivery. In addition, a Methodology encourages
the Engagement Team to look ahead to later phases, and calls for advance planning and
collaboration to mitigate risks the team will face.

Benefits
Our RoadMap methodology provides these benefits to our clients:
 Quality – RoadMap is a reference not only for what must be done; it also provide
guidance on best practices for the team. A common baseline approach for our practitioners
improves the repeatability, consistency and quality of the work delivered to our clients.
 Consistency – at each phase, the engagement team has a clear picture of the activities
that are required to ensure success. The Methodology provides a repeatable process that
has proven to deliver successful results for our projects.
  Discipline – well-defined standards, structured role expectations, artifact templates and
sample deliverables for each engagement phase plus quality assurance reviews make clear
what is expected from each team member.
 Flexibility – Idea recognizes that no two engagements are exactly alike. RoadMap is
designed for managers to identify the project profile and select the appropriate Practice
Methods and supporting activities to ensure maximum effectiveness.

Process Correlation
The table below provides a perspective on how the Project Management Institute (“PMI”)
Process Groups correlate with our RoadMap methodology and subsequently how our Insight™
Methodology engages with our project management phases. The initiative will traverse the
Insight Methodology through Migration Planning.
Methodology Correlation of Processes
PMI Process • Initiation • Planning • Execution • Controlling • Closeout
Groups
• Preparation • Definition • Construction • - ALL - • Closeout
Idea
• Orientation • Testing
RoadMap™
• Deployment
• Frame the • Frame the • Design the To-Be • - N/A - • Measure
Process Process • Migration &
• Understand Planning Optimize
Idea Insight™ the As-Is • Communicate &
Train
• Implement &
Deploy
Table 2 – Correlation of Processes