Project Management Handbook
2. National Project Management System (NPMS)
The NPMS defines a generic standard methodology to manage all types of projects and establishes mandatory control points, with key deliverables which are linked to departmental approval processes. NPMS consists of three stages and nine-phases involving: project inception, initiation, feasibility, analysis, identification close-out, planning, design, implementation and delivery close-out.
Figure 1 in section 2.1 outlines the three stages and nine phases by showing the stages at the top of the diagram and the phases of each stage underneath. For each phase, the model shows the mandatory deliverable IDs (represented by circles below the phases) and the required approvals/control points (represented by circles above the phases).
Typically, projects are screened for complexity and risk. More complex projects are delivered using the « Full » NPMS, less complex projects are delivered using the « Lite » version of NPMS (See Appendix A - NPMS « Full » vs. « Lite »). Approvals for « Lite » projects are at a lower level and are usually approved within the Branch. Projects using NPMS « Full » are normally approved at the director general level.
In cases where agreements may be between branches or possibly departments (OGDs), both the Client Director General and the Delivery Director General will need to approve.
« Full » NPMS will be used when one or more of the following criteria are met:
- The project requires TB approvals;
- A new solution project with an estimated cost over $1 Million;
- A maintenance project with an estimated cost over $2 Million;
Projects are to apply NPMS « Lite » if they meet the following criteria:
- A new solutions project with an estimated value at less than $1 Million;
- A maintenance project estimated between $1 Million and $2 Million;
- A maintenance project estimated at less than $1 Million that meets one or more criteria in the Screening Tool (see Appendix B - Screening Tool).
Maintenance projects with an estimated value <$1M which do not meet any of the criteria in the screening tool are not obliged to use NPMS « Lite ».
For projects carried out for and funded by other government departments (OGDs), NPMS practices are to be applied in keeping with client approval and governance, as per the NPMS Policy.
2.1 Treasury Board Independent Reviews
Independent reviews are mandatory for projects requiring Treasury Board (TB) approval and left at the discretion of senior management for others. NPMS « Lite » incorporates three independent reviews, NPMS « Full » incorporates five, whereas NPMS « Full » with a TB submission incorporates seven independent reviews. For other projects, TB encourages them to undergo independent reviews at various points in the project life cycle. This allows for review results and recommendations to be used as input into decision-making at relevant gate control points (see Table 1 - Mandatory Deliverables and Control Points for « Full » version of NPMS and TB, Table 2 - Mandatory Deliverables and Control Points for « Full » version of NPMS and Table 3 - Mandatory Deliverables and Control Points for « Lite » version of NPMS).
2.2 NPMS Roadmap: Business Projects - IT-Enabled - « Full »
As outlined in Figures 1 and 2, the NPMS Framework consists of three stages and nine phases. The three stages include: Project Inception Stage, Project Identification Stage, and Project Delivery Stage. The nine phases include: Definition, Initiation, Feasibility, Analysis, Identification Close Out, Planning, Design, Implementation, and Delivery Close Out.
Figure 1 - NPMS Roadmap: Business Projects - IT-Enabled - « Full »
A larger image of this diagram - NPMS Roadmap: Business Projects - IT-Enabled - « Full », is available on a separate page.
2.3 NPMS Roadmap: Business Projects - IT-Enabled - « Lite »
Figure 2 - NPMS Roadmap: Business Projects - IT-Enabled - « Lite »
A larger image of this diagram - NPMS Roadmap: Business Projects - IT-Enabled - « Lite », is available on a separate page.
2.4 NPMS Project Management Deliverables and Control Points
Each Phase in the Business Project-IT-Enabled « Full » version requires at least one project management deliverable. These deliverables are approved at NPMS control points. Additional approvals may be required at these control points such as IM/IT ARB, ECAB, etc. In the Business Project-IT-Enabled « Lite » version, the number of deliverables and control points as well as the amount of content expected in each project management deliverable is reduced to reflect the lower levels of complexity and risk associated with « Lite » projects.
For more information on which approvals are required for each version, refer to Table 1 - Mandatory Deliverables and Control Points for « Full » version of NPMS and TB, Table 2 - Mandatory Deliverables and Control Points for « Full » version of NPMS and Table 3 - Mandatory Deliverables and Control Points for « Lite » version of NPMS.
2.5 Project Inception Stage
The purpose of the Project Inception Stage is:
- to provide a forum for vetting proposals for Business Projects - IT-Enabled to ensure that they are in keeping with PSPC IT portfolio strategies and investment plan; and,
- to review proposed projects that represent an opportunity which may not have been previously identified on any existing plan, or projects that may be characterized as high profile due to potential risk.
2.5.1 Definition Phase
The first phase of the project, Definition Phase, assesses the proposed project or opportunity to ensure that the proposal responds to an established set a criteria that result in a go/no-go decision.
2.6 Project Identification Stage
The purpose of the Identification Stage is:
- To ensure that a project submitted for preliminary approval has been adequately assessed and analyzed within the context of the relevant PSPC Branch Program and represents the best investment solution.
- To assist clients in identifying and developing the most appropriate projects for their departmental objectives and in support of the government agenda for Information Technology.
2.6.1 Initiation Phase
The Initiation Phase identifies the need or opportunity and provides an initial description of goals, objectives, requirements and related issues sufficient to allow for a preliminary assessment on the merit and suitability of the project.
2.6.2 Feasibility Phase
The business requirements are finalized in the Feasibility Phase. Information is also provided to evaluate the range of solutions meeting the project requirements.
2.6.3 Analysis Phase
The purpose of the Analysis Phase is to substantiate the optimum solution that will satisfy the project requirements and constraints. This phase will also establish the project budget, schedule, controls, and evaluation criteria that will be put forward for preliminary project approval.
Note: If a project has been included in the investment plan, then a Project Complexity and Risk Assessment (PCRA) must be conducted.
2.6.4 Identification Close Out Phase
The Identification Close Out Phase finalizes the project management activities required to complete the project Identification Stage.
2.7 Project Delivery Stage
The Project Delivery Stage translates the approved project objectives and requirements into technical criteria to allow for detailed design, development and full implementation of the end product, service or result at an acceptable level of quality to meet client and stakeholder requirements.
2.7.1 Planning Phase
The Planning Phase Initiates project start-up activities and ensures that the project objectives and requirements provide sufficient detail to allow for the preparation of complete project instructions to the project team.
2.7.2 Design Phase
The Design Phase establishes the project team and develops a design complying with the project objectives and requirements. The approval documents are also produced for effective project approval.
2.7.3 Implementation Phase
During the Implementation Phase the approved design is converted into a solution that meets the project objectives and requirements. The product is also released to operations in accordance with branch/departmental IT service management processes and standards.
2.7.4 Delivery Close Out Phase
The Delivery Close Out Phase completes the project management activities related to the delivery stage and provides an assessment of project performance against the project objectives and requirements.
Note: for the purposes of maintaining and operating the delivered product, a Service Level Agreement (SLA) must either be produced or an existing agreement must be amended to ensure that the product and services produced by the project are supported subsequent to project close-out.
2.8 Mandatory Deliverables: Business Projects - IT-Enabled
All projects must include the following deliverables based on whether using the « Full » or « Lite » versions of NPMS:
Describes the Mandatory Deliverables and Control Points for Full version of NPMS and TB submission.
Note: A status report for senior management will also be produced at an interval to be defined by senior management.
Describes the Mandatory Deliverables and Control Points for Full version of NPMS.
Describes the Mandatory Deliverables and Control Points for Lite version of NPMS.
|NPMS Deliverable ID||NPMS « Lite » Document||Control Point|
|SOR - Statement of Requirements « Lite » version||Statement of Requirements Template « Lite » version,
Screening Tool Template, Preliminary Project Complexity and Risk Assessment (PCRA) for maintenance projects between $1 Million and $2 Million
|PPP - Preliminary Project Plan « Lite » version||Preliminary Project Plan Template « Lite » version||PPPA
|FR - Feasibility Report||N/A|
|IAR - Investment Analysis Report « Lite » version||Screening Tool « Lite » version and Preliminary Project Complexity and Risk Assessment (PCRA) for maintenance projects between $1 Million and $2 Million are updated
Business Case « Lite » version and Project Charter; « Lite » version
|ICOD - Identification Close Out Document||N/A|
|PMP - Project Management Plan||N/A|
|AD - Approval Document||EPA
|PTO - Product Turnover « Lite » version||TOA
|COD - Close Out Document « Lite » version||Close Out Document Template||CODA|
For NPMS « Lite », abbreviated versions of deliverables are produced.
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