COMMONWEALTH OF VIRGINIA
Information Technology Resource Management (ITRM)
INFORMATION TECHNOLOGY (IT)
PROGRAM MANAGEMENT STANDARD
Virginia Information Technologies Agency (VITA)
2
www.vita.virginia.gov
Comparison of Projects and Programs
Projects Programs
•Small, simple structure
•Typical: Executive Sponsor & Project
Manager
•Multiple program roles, including an
Executive Sponsor, Steering
Committee & Program Manager
•Multiple Project Managers
•Leadership & Governance relatively
tactical,
•Centered around delivery of some set
of components
•Leadership & Governance is strategic
•Program is typically linked to the
organizational strategy
•Focus is delivering business benefits
•Size: Small, in terms of people and
funding
•Size: Large, in terms of people and
funding
•Single work plan and schedule
encompasses entire body of work &
major milestones for the whole
project
•Planning encompasses entire
program; it is “layered” and linked
across multiple component project
dependencies
Source: Gartner, May
2010
3
www.vita.virginia.gov
• The coordinated planning, management and
execution of a
– group of related IT projects
– organized within a common management structure to
– achieve specific organizational goals and benefits
– not attainable by managing the projects individually.
• Programs may include elements of related work
outside of the scope of the component projects.
• Tip: A program is NOT simply an overly large project!
(derived from PMBOK 4th EDITION and Gartner)
Definition of an IT Program
4
Program
Management Office
Sub-program PMO
Component Project 1
Component Project 2
Component Project 3
Component Projects
Sponsoring
Organization Project
Sponsoring
Organization Projects
Component Project 1
Component Project 2
Program and Project-level Entities
Component projects lifecycle
Initiation
Detailed
planning
Execution,
control
Closeout
Pre-
select
and
select
Project
evaluation
(PIR)
CONTROL
• Build
conceptual
foundation
• Justify
commitment
to initiation
phase
• Establish
business
benefits and
approach in
program
charter
• Commit to
program
• Refine scope,
schedule,
budget
• Sharpen
program
structure and
plans
• Manage
delivery of
business
value
• Coordinate
projects’
lifecycles
• Transition
from program
management
mode to
operations
mode
• Evaluate
long-term
success of the
program
Program
evaluation
Program
closeout
Program
execution
Program
management
planning
Program
initiation
Program
strategic
planning
6
www.vita.virginia.gov
• Purpose of the phase
• Phase start status
• Phase objective
• Inputs
• Activities
• Outputs
• Phase end status
• Documentation requirements
– CTP
– Supplementary documentation
• Approval hierarchy
The PgM Standard Describes Each Phase
Program
Strategic
Planning
Agency/Secretary
Strategic Plan &
ITSP
Program IBC
(or possibly IPP)
PROGRAM ACTIVITIES
• Road Map
• Business Justification
• Alignment
• ID Component Projects
DELIVERABLES (artifacts)
• Program Inclusion in ITSP
• Program Investment Business Case
• Component Projects IBCs
• (can start as early as this phase
– IPP or IBC)
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED: Project
Business Alignment
Mandatory. Fill out form completely.
Complete form as much as possible;
additional detail should be captured
as needed in the uploaded Program
Investment Business Case document
from template.
No, however much of the alignment
and justification for a component
project can be referenced from the
Program level.
REQUIRED: Project
Business Alignment
Biennium Funding
Mandatory. Fill out form completely.
Complete form as much as possible;
additional detail should be captured
as needed in the uploaded Program
Investment Business Case document
from template.
No, however much of the alignment
and justification for a component
project can be referenced from the
Program level.
REQUIRED: CPGA
Pre-Select
Risk/Complexity
Assessment
Mandatory. Fill out form completely.
IT Programs will not be subject to
CPGA categories; however this
assessment will be useful to begin
planning for risk and complexity.
No
REQUIRED: CPGA
Investment
Business Case
Mandatory. Fill out form completely;
capture approvals in CTP
As needed, upload additional IBC
documentation from template into
CTP; capture additional approvals
per PgM Roles Matrix.
No, however much of the alignment
and justification for a component
project can be referenced from the
Program level.
REQUIRED: CPGA
PMD Project
Evaluation
Required; passing score = 49 PMD internal form. No
REQUIRED: PMD
Recommendation &
Approval – Strategic
Planning
Required PMD internal form. No
* Use the existing CTP "project" form
to document "program" information.
The green boxes denote where
approvals are captured.
IT Program Documentation Requirements
Program Strategic Planning
Program
Initiation
Program IBC
Program PIA
(Program
Initiation
Approval)
PROGRAM ACTIVITIES
• Establish Program Governance Framework
• Establish Program Management Office
• Establish QRCC
• Next Level – Plans and Planning
• Next Level – ID Component Projects
• Establish dependable funding
approach / sourc(es)
DELIVERABLES (artifacts)
• Program Charter
• Component Projects IBCs (IPP or IBC)
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED:
Business Case &
Alternatives
Analysis (BCAA)
Mandatory, but Partial: Enter vital
information only; upload supplemental
documentation as necessary.
Incorporate general BCAA analysis
into Program Charter
No, however much of the business
case and alternatives analysis for a
project can be referenced from the
Program level.
REQUIRED: Cost/
Benefit Analysis
Mandatory, but Partial: Enter vital
information only; upload supplemental
documentation as necessary.
Incorporate general CBA analysis
into Program Charter.
No, however much of the cost and
benefit analysis for a project can be
referenced from the Program level.
(Optional): Project
Manager
Qualification Form
Optional
Incorporate Program Manager
background/qualifications discussion
into Program Charter.
No
REQUIRED: CPGA
Project Initiation
Approval Risk /
Complexity
At
Mandatory. Fill out form completely.
IT Programs will not be subject to
CPGA categories; however this
assessment will be useful to begin
planning for risk and complexity.
No
REQUIRED: CPGA
Charter, with
Program Org. Chart
Mandatory, but Partial: Enter vital
information only; upload supplemental
documentation as necessary.
Capture approvals in CTP, and…
Create Program Charter document
from template and upload into CTP;
capture additional approvals per PgM
Roles Matrix.
No, however significant sections of
the Project Charter can simply refer
to the Program Charter.
REQUIRED:
Balanced Scorecard
Required; Modified Delphi
PMD will use the Balanced
Scorecard to explore and support a
recommendation for CIO approval.
No
* Use the existing CTP "project" form
to document "program" information.
The green boxes denote where
approvals are captured.
IT Program Documentation Requirements
Program Initiation
Program
Management
Planning
Program PIA
(Program
Initiation
Approval)
PMP
Approval
PROGRAM ACTIVITIES
• Discovery
• Refine scope, schedule, and budget
• Create detailed management plans
• Initiate component projects
• Program IV&V - ?
DELIVERABLES (artifacts)
• Program Management Plan
• Supporting Management Plans
- Risk
- Change Control
- Quality
- OCM & Communications
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED: Post
Implementation
Review Plan (PIR)
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Elaborate on program scope &
business objectives as part of the
Program Management Plan (PMP).
Break down Program Business
Objectives into project "chunks";
expectation is that each project then
breaks it down further; Program
manages business value delivered
by each project. Describe scope
management; benefits realization
plan which will be found in the PIR.
No; however each component project
should be able to show how its scope
and objectives trace back to the
overarching program scope and
objectives.
REQUIRED: Program
Governance and
Quality Management
Plan (GQM)
Do not use CTP Quality Management
form; instead…
Create Program Governance and
Quality Management Plan from
template; use and upload to CTP.
Yes; Defer to Program-level Plan for
governance, IV&V and audit info;
each project still needs to develop a
test plan (see 2nd tab of CTP form).
Plus, the project IAOC may deem it
necessary for additional IV&Vs.
REQUIRED: Change
& Configuration
Management Plan
(CCM)
Do not use CTP Change and
Configuration Management form;
instead…
Create Program Change and
Configuration Management Plan from
template; use and upload to CTP.
Yes; Enter applicable configuration
management information (see 2nd
tab of CTP form); projects must still
manage their own system
configuration, (such as version
control) but the scope, schedule, and
budget baseline change plan exists
at the Program level.
REQUIRED:
Communication
Management Plan
(COMM)
Do not use CTP Communication Plan
form; instead…
Create Program Communication
Management Plan from template; use
and upload to CTP.
Yes; There may be communication
tasks assigned at the project level.
IT Program Documentation Requirements
Program Management Planning
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED: Risks
and Issues
Management Plan
(R&I)
Do not use CTP Risk Plan form;
instead…
Create Program Risk and Issue
Management Plan from template; use
and upload to CTP.
Yes; Leverage Program-level
artifact; there may be risk
management tasks assigned at the
project level, i.e., projects must still
maintain a risk log.
REQUIRED: Program
Architecture Plan
(ARC)
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Create Program System Architecture
Plan (includes Solution architecture,
security plan and data plan) from
template; use and upload to CTP.
Yes; however this is currently not a
required document for projects.
(Optional): Work
Breakdown
Structure
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Optional as part of the Program
Management Plan (PMP). At
Program level, something like a WBS
may help identify work products and
effort at the Program level.
No
(Optional):
Organization Work
Breakdown
Structure
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Elaborate on program roster, roles,
responsibilities and resource
allocation as part of the Program
Management Plan (PMP). If the
PMO is centrally managing the
organizational resources, the PMO
needs a plan; else, the component
projects will manage each of their
WBS; something like an OBS may
help identify resource constraints at
the Program level.
No
REQUIRED:
Resource
Management Plan
(RM)
Do not use CTP Resource Plan form;
instead…
Elaborate on program resource
analysis and requirements as part of
the Program Management Plan
(PMP).
No
IT Program Documentation Requirements
Program Management Planning
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
(As needed):
Procurement Plan
(PRO)
Optional; preferred method is to
include this topic in the PMP.
Elaborate on program procurements
as part of the Program Management
Plan (PMP).
Yes
(Optional): Activity
Definition &
Sequencing
Worksheet
(AD&SW)
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Incorporate this as part of the
Program Management Plan (PMP).
Something like an AD&SW may help
identify project dependencies at the
Program level.
No
REQUIRED:
Program
Implementation and
Transition to
Operations
Management Plan
(IMP)
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Include this topic as part of the
Program Management Plan (PMP);
use template.
Yes
REQUIRED:
Organizational
Change
Management Plan
(OCM)
No CTP form exists; the preferred
method is to include this topic in the
PMP.
Create Program OCM Plan; (optional
use of OCM template on PMD
website) and upload to CTP.
Yes; Defer to Program-level plan;
there may be OCM tasks assigned at
the project level.
* Use the existing CTP "project" form
to document "program" information.
The green boxes denote where
approvals are captured.
Program Management Planning
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED:
Program Financial
Management Plan
(BDGT)
Mandatory use of CTP Budget Plan
form. Upload supplemental
documentation as necessary.
Include refined baseline Program
Financial Management Plan as part
of the Program Management Plan
(PMP); maintain budget changes in
CTP.
No
REQUIRED: CPGA
Project Plan
Mandatory; Complete program 'vital
statistic' information in CTP, capture
PMD approval in CTP, and…
Create Program Management Plan
(PMP)
from template. Capture
additional approvals per PgM Roles
Matrix.
No
REQUIRED: CPGA
Planning Risk /
Complexity
Assessment
Mandatory. Fill out form completely.
IT Programs will not be subject to
CPGA categories; however this
assessment will be useful for
assessing risk and complexity.
No
REQUIRED: Change
Control Request
Do not use CTP form; instead…
Create Program Change Control Log;
use Decision Papers uploaded to
CTP. Capture approvals per PgM
Roles Matrix.
No
REQUIRED: Project
Oversight Plan
Required PMD internal form. No
* Use the existing CTP "project" form
to document "program" information.
The green boxes denote where
approvals are captured.
IT Program Documentation Requirements
Program Management Planning
Program
Execution
PMP
Approval
Final Project
Closeout
Report
Approval
PROGRAM ACTIVITIES
• Iterative deliveries of component projects*
• Phase/stage reviews
• Steering/sponsor direction
• Plans adjustments
• Exercise Change Control & QRCC
DELIVERABLES (artifacts)
• Deliveries of component projects
• Program decision papers / Change control
• Program communications
• Program management artifacts
- Status reports
- Risks/issues
*Projects initiate,
execute, and closeout
throughout this phase.
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED: Program
Independent
Verification &
Validation (IV&V)
Report
No CTP form exists.
See Program Management Standard
for IV&V requirements.
Projects have latitude to be included
in Program IV&V, or as needed, to
purchase additional, individual IV&V
reviews.
REQUIRED: Issue
Log
Do not use CTP form; instead…
Create Program Issue Log; use and
upload to CTP or other program
repository.
Yes; Projects should leverage
Program-level Issues Log as
appropriate.
REQUIRED: Status
Report
Mandatory; Complete program status
in CTP, capture approvals in CTP,
and…
See Program Management Standard
for Program Reporting requirements.
A supplemental Program status
report may also be used and
uploaded into CTP. Capture
additional approvals per PgM Roles
Matrix.
No
REQUIRED: Change
Control Request
Do not use CTP form; instead…
Create Program Change Control Log;
use Decision Papers uploaded to
CTP. Capture approvals per PgM
Roles Matrix.
No
(Optional): CPGA
O&M Costs Estimate
Mandatory, but Partial: Enter vital
information only; upload supplemental
documentation as necessary.
Be careful not to "double count" O&M
estimates - since this is a required
form for each component project.
Yes; however, do not "double count"
O&M estimates - this is a required
form for each component project.
* Use the existing CTP "project" form
to document "program" information.
The green boxes denote where
approvals are captured.
IT Program Documentation Requirements
Program Execution
Program IV&V Reviews
Requirements:
• First IV&V within 6 months of Program Initiation Approval (PIA)
• Program might not yet be in Execution Phase
• IV&V should occur every 6 months following the first review
until the program’s completion
• Review schedule flexible (reviews can be moved to coincide with
different phase completions)
Program IV&V reviews could satisfy component project IV&V
requirements if the review is top-to-bottom, and the POC approves.
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form*
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED: Project
Closeout Report
Mandatory; Complete program 'vital
statistic' information in CTP, capture
approvals in CTP, and…
As necessary, upload supplemental
information into CTP and capture
additional approvals per PgM Roles
Matrix.
No
* Use the existing CTP "project" form
to document "program" information.
The green boxes denote where
approvals are captured.
Program Closeout
Program
Evaluation
Program
Closeout
Report
Approval
PROGRAM ACTIVITIES
• Conduct interviews and analysis
• Program research
• Draw conclusions
• Make recommendations
DELIVERABLES (artifacts)
• Post Implementation Review
• As appropriate, component projects’ PIR
requirements may be consolidated into the
Program PIR
Ongoing
Assessment of
Business Value
& Needs
Program
Document
Use of Commonwealth
Technology Portfolio (CTP) form
Notes
Potentially Consolidate Project
Documentation at Program Level?
REQUIRED: Post
Implementation
Review
No CTP form exists; instead…
Create Post Implementation Review
report; upload to CTP. Capture
approvals per PgM Roles Matrix.
Yes
The green boxes denote where
approvals are captured.
Program Evaluation
(See Notes below)
Component
Project
Manager
Agency
Project IAOC
Agency IT
Rep. (AITR)
Agenc(ies)
Head
Program
PMO
(1)
VITA PMD
Recommend-
ation
Lead POC /
SOC
CIO SoTech
Program Investment
Business Case
1 2
3
(2)
4
(3)
5 6 7
Program Charter
Approval (PIA)
2
(4)
1
(4)
3 4 5 6
Component
Project Selection (IBC)
1 2
3
(4)
4
(3)
5 6
Program Management
Plan (PMP)
2
(4)
1 3 4 5
Component
Project Charter
Approval (PIA)
1
(5)
2
(x)
3 4 5
6
(6)
Detailed
(Component)
Project Plan
2
(x)
1
Program Execution:
Status Report
1 2 3 4 5
Component Project
Status Report
1
(x)
2
3
(x)
4 5
Program Execution:
Change Control
1
(7)
2 3 4 5
Component Project
Change Control
1
(x)
2 3 4
Program Closeout
Report
2
(4)
1 3 4 5 6
Project Closeout
Report
1 2 3 4
5
(8)
Program Evaluation
(PIR)
1
(9)
2
(x)
3
(4)
4 5
Component Project
PIR
1
(9)
2
(x)
3
(4)
Per Project Mgt. Standard
Per Project Mgt. Standard
Per Project Mgt. Standard
IT Programs: Approval Hierarchy/Sequence
Approvals are numbered in sequence.
Program Strategic Planning
Program Initiation
Program Management Planning
Program Execution
Program Closeout Report
Program Evaluation
Per Project Mgt. Standard
Per Project Mgt. Standard
Per Project Mgt. Standard
24
www.vita.virginia.gov
• Program Strategic Planning
– Program Investment Business Case
– Establish Program in Agency/Secretariat IT Strategic Plan
• Program Initiation
– Program Charter
– Component Projects IBCs (IPP or IBC)
• Program Management Planning
– Program Management Plan
– Supporting Management Plans:
• Risk / Change Control / Quality
• Organizational Change Management / Communications
Program PMO Deliverables
25
www.vita.virginia.gov
• Program Execution
– Decision Papers, Program Change Control Log
– Status Reports
– Project Charters, Statuses, Closeout Reports
– Risk, Issues, Budget, Schedule Management
– IV&V Reports
• Program Closeout
– Transition to O&M Plan
– Program Closeout Report
• Program Evaluation
– Program Post-Implementation Review
Program PMO Deliverables
26
www.vita.virginia.gov
• See IT Program Standard:
• Program Oversight Committee (POC)
• Internal Agency Oversight Committee (IAOC)
• Organizational Change Manager (OCM)
• Program Management Office (PMO)
• Program Sponsor
• Program Manager
• Approval Hierarchies
IT Program Roles & Responsibilities
27
www.vita.virginia.gov
• In an effort to reduce unnecessary duplication and leverage the IT Program
Management framework, the following represent the minimum IV&V
requirements for a Program:
• At a minimum, the IT Program must conduct one IV&V review within six
months of obtaining PIA.
• Thereafter, the IT Program must conduct in-process IV&V reviews every six
months for the duration of the Program.
• By utilizing a Program IV&V, the reviews * may * satisfy the IV&V
requirements for each of the Component Projects if all of the following
conditions apply:
– The Program IV&V is designed to be comprehensive, covering a) the IT Program, as
well as b) each of the component projects that are eligible for IV&V review (see the
COV ITRM PM Standard for IV&V requirements for active projects).
– The Program IV&V is designed to usually coincide with significant program phases.
– The POC and the project IAOC approve this approach.
• Agencies, project IAOC’s, and POC’s may choose to purchase additional IV&V
of the reviews as desired.
Independent Verification & Validation
28
www.vita.virginia.gov
• For component projects within a program…
• All of the VITA Project Management Standard
requirements …
– Required procedures
– Required governance
– Required documentation
… still apply; (no changes to standard required) however…
• Some project-level documentation can be
consolidated at the program level that can satisfy
certain project-level requirements
• Reduces the administrative burden on the IT project
manager
Program Management Standard -
Project Management Standard -
