Name of Best Practice File Name Date Modified Description of Contents Type of Document BiSL Processes Comments

Planning & Control Process Description BiSL_BP007 10/18/2006 Detailed Planning & Control Process Steps Procedure Planning & Control To be considered as a rough draft for a process description. The first section is taken from the BiSL book, while the second section covers actual practices and can be considered as a rough draft for a process description. This can be supplemented with a Task/Authority/Responsibility matrix, communication structure, etc.

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ASL Foundation

Planning & Control Process Description

Example
P.O. Box 36 3720 AA Bilthoven
T +31 (0)30 274 7716 F +31 (0)30 274 7735 I www.aslfoundation.org

Location Date Author Status

Bilthoven June 20, 2008 ASL Foundation Final

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Summary
Objective Reason The objective of Planning & Control processes are to manage capacity and time-related aspects of information provisions (IP), and changes made to IP. Grounds for starting Planning & Control processes include: The need for insight into capacity and time-related aspects of current information provisions. The need to manage capacity and time-related aspects when making changes to information provisions. Planning & Control processes are intended for: Functional Management organization User Organization, in so far as it is of importance to, or is involved in, delivering capacity. Processes relate to: Maintaining current information provisions Changes made to information provisions Insight into capacity and time-related aspects of maintaining current IP Control of capacity and time-related aspects when making changes to information provisions

Target Group

Scope

Result

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Table of Contents
1 Planning & Control Processes (planning and resource management).......6 1.1 Objectives....................................................................................................6 1.2 Reason (Trigger)..........................................................................................6 1.3 Target Group...............................................................................................6 1.4 Activities......................................................................................................7 1.5 Results.........................................................................................................8 2 Process Description.........................................................................................9 2.1 Process Description.....................................................................................9 3 Process Description.......................................................................................10

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Version Management
Version 0.1 Date Author Author Description Initial document

Distribution List
Version 0.1 Date To

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1 Planning & Control Processes (planning and resource management)

1.1

Objectives

The objective of the planning and resource management process is planning, monitoring and adjusting the activities of the function involved in providing information provision so that the necessary use of information provision in the organization is realized on time with an optimal use of capacity, by means of: Planning Checking Evaluating 1.2 Reason (Trigger)

Reasons for starting Planning & resource management processes include: Setting up an annual information provision plan Need (request) to adapt existing information provision plan Gain insight into operational Functional Management capacity requirements 1.3 Target Group

This process description is intended for: Business information managers Employees from the user organization involved with associated information provisions IT staff

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1.4

Activities

This process description concerns Planning & Control, related activities, and documents and reports to be drafted. Planning & Control comprises the following activities: Planning Defining necessary capacity Planning for necessary capacity Defining the required time lines Recognizing risks and the countermeasures to be taken Allocation of capacity for changes Coordination with other management processes Checking Checking availability Monitoring hours worked Monitoring progress/time lines Evaluation Evaluating the results Recognizing problems Establishing deviations and taking measures

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1.5

Results

Results of Planning & Control processes include: Planning Annual information provision plan and Annual FM Plan Capacity Plan Detailed Plans Risk Analyses Deployment Reports

Verification Progress report, actual time spent Amended plans and schedules

Evaluation Developments in Functional Management Key IP issues Discrepancies in actual vs. budgeted Statistics

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Process Description

2.1

Process Description
Capacity Issues Available Capacity Resources Available capacity Strategy/Portfolio

User Organization

Strategic Processes

Resource Requirement Change Management Management Information Other Management Processes Management Information Capacity Requirements Planning Framework Amended Planning

Planning

Scheduling

Schedules

Statistics Statistics

Statistics Requirement Management

Statistics

Revised Statistics

All Processes

Voortgang realisatie Planning Framework Implementation Progress Escalation

Evaluation

Evaluations Strategic Processes

Change Management

Monitoring Implementation

Status

Implementation Reallocation Modification Resources Planning

Version : 01/16/2006

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3Process Description

Input Data Process/ Data User Organization

Data Flow Capacity Issues. This involves reporting the available capacity within the organization in response to changes. The user organization capacity required to implement the change is also reported here. Strategy/Portfolio. Relevant long-term strategy and portfolios are communicated from strategic processes. Resource Requirements. Anticipated capacity requirements are forwarded by Change Management for the upcoming release. Management Information. Management information and feasibility information relating to: financial frameworks requirements ICT options

Process: Planning & Control Sub process: Planning In this sub process, capacity requirements are determined on the basis of incoming plans. capacity requirements based on annual plans

Output Data Data Flow

capacity requirements for day-to-day business capacity requirements for releases capacity reserved for ad hoc questions

Process/ Data Management Information. Process: Other management processes involve the Other management of information relating to Management capacity and planning. Processes

Process: Strategic Processes Process: Change Management: Process: Other Management Processes

Total available capacity can be found in the resources data. available IM Operations capacity

available User Organization capacity available IT capacity (required/not yet available)

Empirical data in the statistics data is updated, so that it can be used to assess future capacity deployment. The process delivers the following information: planning frameworks for all processes (capacity planning) how available resources can and cannot be allocated.

Planning Frameworks. Frameworks relating to capacity and planning are communicated to all processes. Scheduling. This data is used to record scheduling.

Process: All Processes Data : Scheduling

Available Capacity This data flow is used to record the available capacity in the resources data.

Data : Resources

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Input Data Process/ Data Process: All Processes

Data Flow Capacity Requirements. Capacity requirements for implementation are indicated from within all processes themselves. Available Capacity. This data is used to keep a record of available capacity. Statistics. This data is used to retrieve statistics used for planning purposes

Process: Planning & Control Sub process: Planning Use this same information for management processes; in the event of large-scale information requirements, financial resources could be made available to increase capacity.

Output Data Data Flow

Process/ Data

Data : Resources Data : Statistics

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Input Data Process/ Data Process: All Processes

Data Flow Realization Progress. Realization progress concerning capacity and planning is forwarded by all processes . Escalation. Escalation is initiated from within the Change Management process whenever the framework relating to capacity and planning threatens to be exceeded. Reallocation. Any modifications to previous allocations are forwarded from here. Realization. Planned realization is forwarded from here. Statistics Statistics are forwarded from here.

Process: Planning & Control Subprocess: Monitoring In this subprocess, verifications are performed on the basis of progress and status information as to whether plans are still realistic or should otherwise be adjusted. A comparison is made of actual and planned capacity deployment, currently available capacity and current capacity demand. This may lead to reallocation.

Output Data Data Flow Modified Schedule. If necessary, any modified schedules are communicated to all processes. Planning Frameworks. Planning frameworks for Change Management (and other underlying processes within Functional Management) are forwarded from here. Realization Progress. Change Management is updated about realization progress from here. Modification. The schedule can be modified in response to monitoring.

Process/ Data Process: All Processes

Process: Change Management

Process: Change Management

Data : Resources Used Data : Scheduling Data : Statistics

Process: Change Management Data: Scheduling

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Input Data Process/Data Data: Scheduling Data: Statistics

Data Flow Realization. Realization is forwarded from here for evaluation. Statistics. Statistics are forwarded from here for evaluation.

Process: Planning & Control Evaluation Subprocess This subprocess involves checking whether everything has proceeded/is proceeding according to plan based on realization data and statistics. Problems are communicated to Requirements Management In addition, strategic processes are provided with status information that may be important for policymaking.

Output Data Data Flow Adjusted Statistics Any adjusted statistics are forwarded from here in response to the evaluation. Evaluations. Evaluation results are forwarded from here to Requirements Management. Status Relevant information is provided to strategic processes that may be important for policymaking.

Process/Data Data: Statistics Process: Requirements Management Process: Strategic Processes

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