EPMO Process Documents & Forms

Additional process documents and forms will be added as they become available.

Policy

Document	Description
IT Project Management Governance and Oversight	Defines the governance structure, oversight requirements, and accountability standards for managing IT projects across North Carolina state agencies.

Process

Document	Description
Project Management Process	Describes the end-to-end project management methodology, lifecycle phases, and required controls for state IT projects.
Workflow Phases
- Business Concept	Provides general guidance on due diligence activities involved with market and technical research, feasibility, stakeholder management, and budget and scope formulation. Document currently unavailable.
- Initiation	Outlines activities required to formally establish a project, define objectives, and obtain authorization to proceed. Update forthcoming.
- Plan & Procure	Provides guidance for project related planning, solution design, procurement, acquisition of project resources, and making revisions. Update forthcoming.
- Build & Implement	Describes processes for developing and testing project deliverables, and then deploying or transitioning them to production. Update forthcoming.
- Closeout	Defines the activities required to close a project in Phoenix and move it to complete. Update forthcoming.
Roles, Responsibilities & Authorities	Identifies key project stakeholders and defines their responsibilities, decision-making authority, and governance roles. Update forthcoming.
Determining an IT Project	Provides criteria for determining whether an initiative qualifies as an IT project subject to EPMO governance and oversight.

Decision Points

Document	Description
Business Case	Guidance on the Business Case decision point that is used to approve a project by either EPMO or the State CIO, indicating it is clear to expend funds. Document currently unavailable
Weekly Status	Guidance on the Weekly Status decision point for keeping the state informed about the status of a project. Document currently unavailable
Change Request	Guidance on the Change Request decision point to enter information required for an adjustment to a project’s scope, schedule, or budget. Document currently unavailable
Architecture Review	Guidance on the Architecture Review decision point to understand what is required for Enterprise Architecture to approve a design for alignment with the state. Document currently unavailable
Security Review	Guidance on the Security Review decision point to understand what is required for the Enterprise Security & Risk Management Office to approve a design for alignment with the State. Document currently unavailable
Go-Live Readiness	Defines an agency’s state of readiness and risk acceptance in determining whether a project is prepared for production deployment. A Go-Live Readiness form is used to support this decision point.
Closeout	Guidance on the Closeout decision point to collect information required for approval to close a project and move it to complete. Document currently unavailable

Instruction

Document	Description
Schedule	General descriptions on schedule management for a project, to include template related entries and modifications. Document currently unavailable
Budget	General descriptions on project budget formulation for a project, its maintenance, and what information is needed for the duration of the project lifecycle. Document currently unavailable A Project Budget form is used to support budget formulation and maintain it over the lifecycle of the project.
Corrective Action	Instruction on drafting a supporting document to complement what has been offered in a Phoenix Weekly Status report when additional clarity is beneficial to stakeholders. Document currently unavailable A Corrective Action form may be used to produce a more detailed plan for addressing adjustments to project deficiencies.

Document

Description

Schedule

General descriptions on schedule management for a project, to include template related entries and modifications. Document currently unavailable

Budget

General descriptions on project budget formulation for a project, its maintenance, and what information is needed for the duration of the project lifecycle. Document currently unavailable

A Project Budget form is used to support budget formulation and maintain it over the lifecycle of the project.

Corrective Action

Instruction on drafting a supporting document to complement what has been offered in a Phoenix Weekly Status report when additional clarity is beneficial to stakeholders. Document currently unavailable

A Corrective Action form may be used to produce a more detailed plan for addressing adjustments to project deficiencies.

Phoenix Project Management System Screens

Document	Description
Project Initiation	Provides instructions for entering and managing project initiation information within the Phoenix system.
Executive Summary	Explains how to document and maintain high-level project information and status summaries in Phoenix.
Project Dates	Provides guidance for recording and updating key project milestones and schedule dates.
Benefits	Describes how to capture and track projected and realized project benefits in Phoenix.
Budget/Actuals	Explains the current approved and original project budget and the expenditure amounts from the financial system.
NCFS	Provides guidance for managing North Carolina Financial System-related project information within Phoenix.
SAP	Provides guidance for managing SAP system-related project information within Phoenix. Document currently unavailable
Assessment Type	Explains how to profile a project according to a self-assessed risk tool used to inform the Enterprise Security and Risk Management Office.
Risk	Provides instructions for documenting, evaluating, and monitoring project risks.
Issues	Describes how to record, manage, and resolve project issues affecting delivery.
Dependency	Explains how to identify and track project dependencies that could impact success.
Contract, Security, & Architecture	Provides guidance for associating contracts with a project and includes related security and architecture information for review.
Non-Compliance Notifications	Describes information identified for correcting and managing project compliance.
Weekly Status	Provides instructions for entering recurring project status updates into the Phoenix system.
Decision Point History Log	Describes the record of actions made against all Decision Points for the project. Document currently unavailable
Change Request	Provides instructions for submitting project change requests within Phoenix.
Documents	A SharePoint document repository exclusive to the project. Document currently unavailable
Notification	A record of system generated actions indicating what has been performed to support the project. Document currently unavailable