Annex 1: Outline of Strategy Document

Transcription

1 Annexes

2 Annex 1: Outline of trateg Document PART I: CURRENT ITUATION Parliament institutional context Mandate & Responsibilities institutional areas General organizational structure b area (organigramme) ervices, processes & sstems <AREA> ervices Processes Enabling (ICT) environment <AREA> <AREA> ICT services & support in parliament ICT department (OR unit OR office OR group OR external contractor) ervices Roles and responsibilit Governance, policies and standards ICT stems & Infrastructure Communication and Information Dissemination services & support in parliament Legislative Information Centre or Librar (OR unit OR office OR group OR external contractor) ervices Roles and responsibilit Governance, policies and standards PART II: THE FUTURE The vision statement Vision statement for the Parliament Vision statements b institutional area trategic goals and objectives <AREA> Goal Objectives: ervices Processes stems <AREA> <AREA> PART III: THE CHALLENGE <AREA> gap analsis <AREA> Challenges ummar of Gap analses over all Areas Challenges PART IV: ACTION PLAN

3 ACTION PLAN FOR ICT Recommendations Overview of recommendations Mapping challenges recommendations Recommendation detail descriptions <RECOMMENDATION> <ACTIVITY> <TAKEHOLDER> Action Plan Roadmap Overview activities priorit stakeholder planning Activit based budget ACTION PLAN FOR COMMUNICATION AND INFORMATION DIEMINATION Recommendations Overview of recommendations Mapping challenges recommendations Recommendation detail descriptions <RECOMMENDATION> <ACTIVITY> <TAKEHOLDER> Action Plan Roadmap Overview activities priorit stakeholder planning Activit based budget

4 Annex 2: Project evaluation questionnaire To be signed b all the stakeholders involved in the project evaluation and lessons learned process Impact Project Lessons Learned questionnaire Yes No N/A Low High Place our cursor in the appropriate boxes and tpe an X (Insert additional rows as needed) Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Add a >comment to an question where supporting detail would be helpful Project Planning Project Objectives were specific, measurable, attainable, resultsfocused and time limited > Product concept was appropriate to Project Objectives > Project Plan and chedule were well documented, with appropriate structure and detail > Project chedule encompassed all aspects of the project > Tasks were defined adequatel > takeholders (eg, ponsor, Customer) had appropriate input into the project planning process > Requirements were gathered to sufficient detail > Requirements were documented clearl > pecifications were clear and well documented > Test Plan was adequate, understandable, and well documented > External dependencies were identified, agreements signed > Project budget was well defined > End of Phase Criteria were clear for all project phases > Project Plan had bu in from the stakeholders >

5 Project Lessons Learned questionnaire Yes No N/A Impact Low High Place our cursor in the appropriate boxes and tpe an X (Insert additional rows as needed) Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Add a >comment to an question where supporting detail would be helpful Project Planning takeholders had eas access to Project Plan and chedule > Project Execution and Deliver Project stuck to its original goals > Changes in direction that did occur were of manageable frequenc and magnitude > Project baselines (cope, Time, Cost, Qualit) were wellmanaged (eg, changed through a formal Change Control Process) > Design changes were well controlled > Basic project management processes (eg, Risk Management, Issue Management) were adequate > Project tracked progress against baselines and reported accurate status > Procurement (eg, RFP, Contract with vendor) went smoothl > Contracted vendor provided acceptable deliverables of appropriate qualit, on time, and within budget > takeholders were satisfied with the information the received > The project had adequate Qualit Control > Requirements specifications Test Plan were well managed (eg, Requirements Management stem was used) > Risks were manageable > Human Factors Project Manager reported to the appropriate part of the organization > Project Manager was effective >

6 Project Lessons Learned questionnaire Yes No N/A Impact Low High Place our cursor in the appropriate boxes and tpe an X (Insert additional rows as needed) Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Add a >comment to an question where supporting detail would be helpful Project Planning Project Team was properl organized and staffed > Project Manager and staff received adequate training > Project Team s talent and experience were adequate > Project team worked effectivel on project goals > Project team worked effectivel with outside entities > There was good communication within the Project Team > Management gave this project adequate attention and time > Resources were not over committed > Resources were consistentl committed to project aims > Functional areas cooperated well > Conflicting departmental goals did not cause problems > Authorit and accountabilit were well defined and public > Overall Initial cost and schedule estimates were accurate > Product was delivered within amended schedule > Product was delivered within amended budget >

7 Project Lessons Learned questionnaire Yes No N/A Impact Low High Place our cursor in the appropriate boxes and tpe an X (Insert additional rows as needed) Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Add a >comment to an question where supporting detail would be helpful Project Planning Overall Change Control was effective > External dependencies were understood and well managed > Technolog chosen was appropriate > The project was a technological success > Customer s needs/requirements were met > Customer was satisfied with the product > Project Objectives were met > Business Objectives were met >

8 Annex: teps 1 4: outline of trateg Document PART I: CURRENT ITUATION Parliament institutional context Mandate & Responsibilities institutional areas General organizational structure b area (organogram) ervices, processes & sstems <AREA> ervices Processes Enabling (ICT **) environment Information sstems ++ Communication channels and mechanisms ++ <AREA> <AREA> ICT services & support in parliament ** ICT department (OR unit OR office OR group OR external contractor) ervices Roles and responsibilit Governance, policies and standards ICT stems & Infrastructure Communication and Information Dissemination ervices & upport in parliament ++ Department responsible for communication and information dissemination (OR unit OR office OR group OR external contractor) ervices Roles and responsibilit Governance, policies and standards ICT stems & Infrastructure PART II: THE FUTURE The vision statement Vision statement for the Parliament Vision statements b institutional area trategic goals and objectives <AREA> Goal Objectives: ervices Processes ICT stems ** Information sstems ++ Communication channels and mechanisms ++ <AREA> <AREA> PART III: THE CHALLENGE <AREA> gap analsis <AREA>

9 Challenges ummar of Gap analses over all Areas Challenges PART IV: ACTION PLAN Recommendations Overview of recommendations Mapping challenges recommendations Recommendation detail descriptions <RECOMMENDATION> <ACTIVITY> <TAKEHOLDER> Action Plan Roadmap Overview activities priorit stakeholder planning Activit based budget ** pecific when also producing an Action Plan for ICT ++ pecific when also producing an Action Plan for Communication and Information Dissemination

10 Annex: tep 1 Mapping services, processes and sstems Area: Product or ervice ub Area: Client(s) Process Process Owner Mapping of ICT sstems and applications on parliamentar research processes (1 st step) Area: Product or ervice ub Area: Client(s) Process Process owner s t e m : s t e m : s t e m : s t e m : s t e m : st e m : Mapping of ICT sstems and applications on parliamentar research processes (2 nd step)

11 Annex: tep 1 WOT Analsis trength Performance within the institutional areas Communication & Information Dissemination Weakness ervices, processes & sstems Legislative drafting Parliamentar reporting Parliamentar research Librar services ICT infrastructure Intranet internet Remote connectivit ecurit ICT organization tructured roles & responsibilities Independent budget & resources ICT services User support & helpdesk PC support Data & Network operations stems management stems development Project management ICT governance Enterprise wide policies and procedures Enterprise wide planning trengths and Weaknesses Dimensions of the external environment ocial & economical Political Legal Technological Opportunities and Threats Opportunities Threats

12 Annex: tep 3 Fit/Gap Analsis and Challenges AREA: ub Area: Fit (alread have) Gap (not et have) ervice Process stem Human Resources ICT service & support ICT governance, policies and procedures Fit/Gap analsis b Area and ub Area Nr Institutional area Challenge Tpe Impact Challenges b area and tpe, indicating their impact

13 Annex : tep 4 Formulating actions and the action plan for ICT ICT stems ( ) Processes ( ) : existing and operational : new sstems Processes supported b new sstems Issues and challenges Impact trategic Recommendation Priorit Mapping recommendations and challenges Recommendation: Action Ke stakeholders Outcomes Priorit Recommendation and its activities Action takeholders Resources / Inputs Needed Priorit Year 1 Year 2 Year 3 Quarter Quarter Quarter Recommendation:

14 Action takeholders Resources / Inputs Needed Priorit Year 1 Year 2 Year 3 Quarter Quarter Quarter Recommendation: Recommendation: Action Plan for ICT

15 Annex: Evaluation & mid term review Project Lessons Learned checklist Yes No N/A Impact Low High Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Project Planning Project Objectives were specific, measurable, attainable, resultsfocused and time limited > Product concept was appropriate to Project Objectives > Project Plan and chedule were well documented, with appropriate structure and detail > Project chedule encompassed all aspects of the project > Tasks were defined adequatel > takeholders (eg, ponsor, Customer) had appropriate input into the project planning process > Requirements were gathered to sufficient detail > Requirements were documented clearl > pecifications were clear and well documented > Test Plan was adequate, understandable, and well documented > External dependencies were identified, agreements signed > Project budget was well defined > End of Phase Criteria were clear for all project phases > Project Plan had bu in from the stakeholders > takeholders had eas access to Project Plan and chedule > Project Execution and Deliver

16 Project Lessons Learned checklist Yes No N/A Impact Low High Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Project Planning Project stuck to its original goals > Changes in direction that did occur were of manageable frequenc and magnitude > Project baselines (cope, Time, Cost, Qualit) were wellmanaged (eg, changed through a formal Change Control Process) > Design changes were well controlled > Basic project management processes (eg, Risk Management, Issue Management) were adequate > Project tracked progress against baselines and reported accurate status > Procurement (eg, RFP, Contract with vendor) went smoothl > Contracted vendor provided acceptable deliverables of appropriate qualit, on time, and within budget > takeholders were satisfied with the information the received > The project had adequate Qualit Control > Requirements specifications Test Plan were well managed (eg, Requirements Management stem was used) > Risks were manageable > Human Factors Project Manager reported to the appropriate part of the organization > Project Manager was effective > Project Team was properl organized and staffed > Project Manager and staff received adequate training > Project Team s talent and experience were adequate >

17 Project Lessons Learned checklist Yes No N/A Impact Low High Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Project Planning Project team worked effectivel on project goals > Project team worked effectivel with outside entities > There was good communication within the Project Team > Management gave this project adequate attention and time > Resources were not over committed > Resources were consistentl committed to project aims > Functional areas cooperated well > Conflicting departmental goals did not cause problems > Authorit and accountabilit were well defined and public > Overall Initial cost and schedule estimates were accurate > Product was delivered within amended schedule > Product was delivered within amended budget > Overall Change Control was effective > External dependencies were understood and well managed > Technolog chosen was appropriate > The project was a technological success >

18 Project Lessons Learned checklist Yes No N/A Impact Low High Yes = the project team agrees with the statement No = the project team does not agree with the statement N/A = this statement does not appl to the project Impact = the extent to which this factor had an impact on our project Project Planning Customer s needs/requirements were met > Customer was satisfied with the product > Project Objectives were met > Business Objectives were met > Project Lessons learned checklist