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Project Management Plan

Version No: 2.1.a

Date:

Project Name: Bergstrom Inc

Project Code: C/081358

HCL Technologies Ltd.,


‘Surya Sapphire”, Plot No 3
1st Phase, Electronic City,
Bangalore – 560100

Copyright Notice
This document contains proprietary information of HCL Technologies Ltd. No part of this document may
be reproduced, stored, copied, or transmitted in any form or by means of electronic, mechanical,
photocopying or otherwise, without the express consent of HCL Technologies. This document is intended
for internal circulation only and not meant for external distribution.

Revision History

Version No Date Prepared by / Significant Changes


Modified by
PLCT011_3.3 Project Management Plan

Version No Date Prepared by / Significant Changes


Modified by

0.1 21 Apr 08 Venkatesh.H / Draft Version


Prakhar Kumar

1.0 27 Jun 08 Prakhar Kumar Baseline Version

1.1 18 Sep 08 Prakhar kumar Modified DAR Plan; modified PQA in sec 6.4

2.0 17-Dec-2008 Santosh V Pujer New PMP as per OMS 6.6.1 Version

2.1 21-Jan-2009 Prakhar Kumar Modified project code from C/072683 to


C/081358 due to change in location for the
project.

3.a 10-Apr-09 Venkatesh H PMP Changes per OMS 7.1; Removed


Analysis work model;

Reviewed By:

Date:

Approved By:

Date:

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Table of Contents
1 Introduction ....................................................................................................................................... 7
1.1 Project Identification ................................................................................................................. 7
1.2 Project Summary ...................................................................................................................... 7
1.3 Project Objectives .................................................................................................................... 7
1.3.1 Customer Objectives .................................................................................................. 7
1.3.2 Internal Objectives ...................................................................................................... 7
1.4 Planning Scope ........................................................................................................................ 8
1.5 Acceptance Criteria .................................................................................................................. 8
1.6 Estimation ................................................................................................................................. 8
1.6.1 Overall Project Estimation: ......................................................................................... 8
1.6.2 Estimation of Work Products/Deliverables/Tasks: ..................................................... 9
2 Abbreviations and Definitions ....................................................................................................... 11
3 Project Deliverable ......................................................................................................................... 13
3.1 External .................................................................................................................................. 13
3.2 Internal ................................................................................................................................... 13
4 Project Receivable .......................................................................................................................... 15
5 Customer Supplied Hardware / Software Products .................................................................... 16
6 HCL Project Team ........................................................................................................................... 17
6.1 Technical Team ...................................................................................................................... 17
6.2 Off-shore Services Team ....................................................................................................... 21
6.3 Project Organization Structure ............................................................................................... 22
6.4 Customer organization ........................................................................................................... 22
7 Project Execution Methodology .................................................................................................... 24
7.1 Project Specific Process ........................................................................................................ 24
7.1.1 Process Model .......................................................................................................... 24
7.1.2 Process Deviations ................................................................................................... 25
7.1.3 Process Tailoring ...................................................................................................... 28
7.1.4 Alternate Practices ................................................................................................... 28
7.2 Project Work Environment ..................................................................................................... 28
7.3 Dependencies, Assumptions and Constraints ....................................................................... 29
7.3.1 Dependencies .......................................................................................................... 29
7.3.2 Assumptions ............................................................................................................. 29
7.3.3 Constraints ............................................................................................................... 30
7.4 Risk Management .................................................................................................................. 30
8 Critical Path Activities .................................................................................................................... 32

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9 Project Monitoring and Controlling Mechanism ......................................................................... 33


9.1 Project tracking:...................................................................................................................... 33
9.2 Cost tracking .......................................................................................................................... 34
9.3 Project elements revisit .......................................................................................................... 35
10 Project Monitoring & Reporting .................................................................................................... 36
10.1 Project Status Reporting ................................................................................................... 36
10.1.1 To the Senior Management ..................................................................................... 36
10.1.2 To the customer ....................................................................................................... 36
10.2 To contract management cell ............................................................................................ 36
10.3 Escalation Thresholds ....................................................................................................... 36
11 Knowledge Management Plan ....................................................................................................... 38
11.1 KROSS Usage Strategy .................................................................................................... 38
12 Warranty and Maintenance plan ................................................................................................... 39
12.1 Scope of support required ................................................................................................. 39
12.2 Timelines for support......................................................................................................... 39
12.3 Resource requirements ..................................................................................................... 39
12.3.1 Hardware ................................................................................................................. 39
12.3.2 Software ................................................................................................................... 39
12.3.3 Human Resource ..................................................................................................... 39
12.4 Dependencies, if any......................................................................................................... 39
12.5 Others ............................................................................................................................... 39
13 Resource Plan ................................................................................................................................. 40
13.1 Skill Set Required.............................................................................................................. 40
13.1.1 Plan for skill gap fulfillment ...................................................................................... 40
13.2 Training Plan ..................................................................................................................... 40
13.3 Staffing Plan ...................................................................................................................... 40
13.3.1 Deployment .............................................................................................................. 41
13.3.2 Distribution ............................................................................................................... 41
14 Recruitment Plan ............................................................................................................................ 42
15 IT Services Requirements .............................................................................................................. 43
15.1 Hardware Resources ........................................................................................................ 43
15.2 Software Resources .......................................................................................................... 43
15.3 Network Resources ........................................................................................................... 44
15.4 External Access Requirements (Firewall Policy Based) ................................................... 45
15.5 Others ............................................................................................................................... 45
16 QA Plan ............................................................................................................................................ 46

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16.1 Processes and Work Products Identification .................................................................... 46


16.2 QA Audit / Inspection Plan ................................................................................................ 46
16.3 Sampling and Acceptance Criteria and rationale for Work Products ................................ 47
16.4 Acceptance criteria for Process compliance ..................................................................... 48
16.5 Verification Plan (Work Product Wise) .............................................................................. 48
16.6 Validation Plan (Work Product Wise) ................................................................................ 49
16.6.1 Testable/Non-testable Modules ............................................................................... 49
16.7 Milestone / Phase end Reviews ........................................................................................ 50
17 Quantitative Plan ............................................................................................................................ 51
17.1 Project Quality Goals and Threshold Values .................................................................... 51
17.2 Sub Process Goals and Threshold Values ....................................................................... 51
17.3 Metrics for Quality Characteristics And Sub-Characteristics ............................................ 52
17.4 Method of data collection, Analysis and Reporting ........................................................... 52
17.5 Control of Non conforming product ................................................................................... 53
17.5.1 Problem reporting .................................................................................................... 53
17.5.2 Corrective and Preventive Action ............................................................................ 53
17.5.3 Disposition ............................................................................................................... 53
17.6 Defect Prevention.............................................................................................................. 53
17.6.1 General: ................................................................................................................... 53
17.6.2 Defect prevention goals & Strategy ......................................................................... 54
17.6.3 Data collection, Analysis & Corrective action .......................................................... 55
18 Stakeholders Plan ........................................................................................................................... 56
19 Sub-Contractor Management Plan ................................................................................................ 59
20 Configuration Management Plan .................................................................................................. 60
20.1 Configuration Identification ............................................................................................... 60
20.1.1 Baseline Identification .............................................................................................. 60
20.1.2 Revision of Baseline Criteria .................................................................................... 61
20.1.3 File naming conventions .......................................................................................... 61
20.1.4 Labeling and Numbering of Configuration Items ..................................................... 65
20.2 Software Libraries ............................................................................................................. 65
20.2.1 Server Directory Structure ....................................................................................... 65
20.3 Change Management ....................................................................................................... 67
20.3.1 CCB Composition .................................................................................................... 67
20.3.2 Requesting Changes ............................................................................................... 68
20.3.3 Evaluating Changes ................................................................................................. 68
20.3.4 Approving Changes ................................................................................................. 68

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20.3.5 Implementing Changes ............................................................................................ 68


20.3.6 Verifying Changes.................................................................................................... 68
20.3.7 Change Control ........................................................................................................ 68
20.4 Configuration Status Accounting ....................................................................................... 68
20.5 Software Baseline Audits .................................................................................................. 68
20.6 Project Specific Backup .................................................................................................... 69
20.7 Packaging and Release Requirements............................................................................. 69
20.8 Data Management Plan .................................................................................................... 69
20.8.1 Post delivery phase.................................................................................................. 70
21 Disaster Recovery and Business Continuity Plan ...................................................................... 71
22 Decision Analysis and Resolution (DAR) Plan ............................................................................ 72
23 References ...................................................................................................................................... 73

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PLCT011_3.3 Project Management Plan

1 Introduction
1.1 Project Identification

Customer Name Bergstrom Inc. Customer contact John Bracey /


details 815.874.7821

SAP Code C/081358 Project Name Bergstrom Inc.

Project Start Date 21 Apr 08 Expected End Date 20 Apr 11

Expected Effort T&M Estimated Project Size 9 members


(person hours)

1.2 Project Summary


Bergstrom Inc. is a global leader in the design and supply of climate systems to the
commercial vehicle industry. Since 1949, Bergstrom has supplied many of the world's largest
and most respected companies with their heating and air-conditioning needs. By combining
progressive engineering talent, lean manufacturing principals and a global footprint, Bergstrom
offers a unique blend of commercial vehicle marketplace focus and customer value.

Bergstrom is looking out for engineering and software development support presently.
They are planning to utilize HCLT Capabilities in the areas of Mechanical CAD- Modeling and
Drafting, Concept Design, Thermal & FEA analysis, reliability, Electrical & Software
development.

1.3 Project Objectives


1.3.1 Customer Objectives
Bergstrom intends to utilize the services and capabilities of HCLT to support their new product
design groups and also involve HCLT in other mechanical CAD areas like 2d drawing creation,
3d modeling, reverse engineering and value engineering.
Customer objectives can be measured by using following tools:
Basic knowledge of CAD tool to perform the task - Training/prior experience
Understand the customer standards and product data - Reference Material
Domain related Knowledge sharing – arKMedes.
Deliver the task with schedule - PM workbook / PM Smart
Execute the task with estimated effort - PM workbook / PM Smart / Project specific estimation
Template.

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1.3.2 Internal Objectives


To understand and getting acquainted with the CAD Methodology practiced by Bergstrom Inc.
This will be helpful in future developmental projects with
Objectives pursued by HCLT in executing project are:
Understanding customer requirements & product data
Knowledge enhancements by technical training session on domain, tools & project specific
activities
Basic knowledge of CAD tool to perform the task - Training/prior experience
Understand the customer standards and product data - Reference Material
Domain related Knowledge sharing - arKMedes
Delivering quality of deliverables-DRE 90%
On time delivery--within the schedule goal of less than10% & effort goal of lessthan10% and
Customer satisfaction –6.3 out of 7.0
These can be tracked through PM Smart, DPAWB, PMWB and HCL Cares.

1.4 Planning Scope


Scope of Planning involves all the operations performed at off shore. Onsite activities are not
covered under the planning scope.
Planning involves estimation of effort and schedule for work packet (PCN/ PCR) task as
supplied by the customer. These activities will be tracked through PM Smart PM workbook.

1.5 Acceptance Criteria


The Criteria for acceptance at the end of acceptance test shall be in compliance with the
functional or other specifications relating to the deliverable produced all as defined in the
statement of work and successful completion of the acceptance test in accordance with the
acceptance test criterion (read Product Checklist).
The deliverable shall be deemed to be accepted 20 business days after delivery in case of no
communication from Bergstrom on the work packet.

For more detail information refer the MSA in the C081358_Bergstrom Inc_S folder.

1.6 Estimation
Estimation will be done for the each work packet by Work Breakdown Structure (WBS)
methodology and same will be tracked through PM Smart & PM workbook. Project uses
customized template for estimation approved by SM.

If the size of the PCN/PCR task is less than or equal to 9 Hrs, estimation will not be done thru
the Estimation Template. This will be delivered directly once the task is completed.

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1.6.1 Overall Project Estimation:

Parameter Estimation Methodology Estimation Record Responsibility

Size NA NA NA

Effort NA NA NA

Cost / Budget NA NA NA

Since this is a T & M project , project estimation will be done by PCN wise using Estimation
Template.

1.6.2 Estimation of Work Products/Deliverables/Tasks:


Detailed estimation for each task in the work packet will be captured in PM Smart/ / Project
specific estimation template (which is under customization)
If the size of the PCN/PCR task is less than or equal to 10 hrs, estimation will not be done thru
the Estimation Template. This will be delivered directly once the task is completed. The details
will be tracked in PM Smart/ WBS and PMWB.

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Work Parameter Estimation Methodology Estimation Responsibility


products / Record
Deliverables
/ Task

Initial input study will be done for every


PCN/PCR and no. of drawings which are
getting revised will be listed.
In case this list is already provided by
customer same will be considered.
Based on the criticality & type of changes PM Smart/
on the parts/drawing, no of features getting Work
effected, no of sheets getting revised are Allocation
considered. Tracking
Work Product / Effort & Sheet TL/PL/PM
Tasks Schedule Estimation will be done for the input study,
modeling, detailing and other tasks involved And Project
in the PCN/PCR and efforts required for the Specific
same will be recorded in the PM Smart Estimation
Template
Approval of effort & Schedule will be done
by PL/TL and same will be communicated to
Client/Onsite coordinator. Acceptance /
suggestions if any from client/onsite
coordinator will be recorded appropriately
by changing the WATS

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2 Abbreviations and Definitions

Abbreviation/Definitions Description

QA Quality Analyst

DPA Defect Preventive Analyst

CC Configuration Controller

PQA Project Quality Analyst

SM Senior Manager

PM Project Manager

PL Project Leader

TL Team Leader

TM Team Member

CCR Customer Clarification Request

CS Common Space

DRG Drawing

ASSY Assembly

PRT Part

PCN Product Change Notice

PCR Product Change Request

BOM Bill of Materials

SDU Strategic Delivery Unit

DU Delivery Unit

SRS
Software Requirements Specification

HCLT HCL Technologies

CAD Computer Aided Design

CAE Computer Aided Engineering

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MOM Minutes of Meeting

FTP File Transfer Protocol

OC Onsite Coordinator

PMWB Project Management Work Book

CCWB Configuration Controller Work Book

DAR Decision Analysis & Resolution

PCI Project Compliance Index

CCB Configuration Control Board

DR & BC Disaster Recovery & Business Continuity

SLA Service Level Agreement

CAPA Corrective And Preventive Analysis

CSAT Customer Satisfaction

DPA Defect Preventive Analysis

SMR Senior Management Review

WATS Work Allocation Tracking System

VPN Virtual Private Network

DE Design Engineer

EES Effort Estimation Sheet

PFG Product Feature Guide

MSA Master Service Agreement

WBS Work Breakdown Structure

ISMS Information Security management system

LOB Line of Business

QAG Quality Analyst Group

CAR Causal analysis & Resolution

WP Work product

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3 Project Deliverable
3.1 External

SN Deliverable Version No. Planned Mode of Owner Acceptance


Name Delivery Date Delivery Criteria

Pro-E models, Defined by As per Wind-chill /E- PM/PL/TL/TM Approval from


Assemblies, Client schedule of mail Client
parts, each work
1. associated packet (
drawings Updated in
PDFs, DXF PMWB/ PM
and Step files. Smart)

Monthly time First week of Wind-chill /E- PL/TL Weekly


2.
sheets next month mail Telecon

Delivery Note For all Wind-chill / E TL/TM Approval from


3. 1.1 deliverables Mail / PPT Client

Weekly 2.0 Thursday of Wind-chill /E- PL/TL Weekly


4.
Loading chart every week mail Telecon

Weekly Status Thursday of Wind-chill /E- PL/TL Weekly


5. 1.1
report every week mail Telecon

3.2 Internal

SN Deliverable Name Version No. Planned Mode of Owner Acceptance


Delivery Delivery Criteria
Date

Kick Off Meeting


Update in Correctness &
1. MOM 1.0 05 May 08 Project PM/PL /TL completeness
Folder of data
Offline review
and
E- acceptance
Mail/Update by QA, Senior
2. PMP 3.0 29 May 09 PM/PL /TL
in Project Project
Folder Manager and
respective
stake holders

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SN Deliverable Name Version No. Planned Mode of Owner Acceptance


Delivery Delivery Criteria
Date

E-Mail / Completeness
Every Update in and clarity of
3. SMR & MOM NA PM/PL
month project information to
folder be conveyed

Project Review Completeness


E-Mail /
Meeting & MOM and clarity of
4. 2.2 Fortnightly Update in PM/PL/TM
information to
server
be conveyed

PMWB Correctness &


Update in
5. /DPWB/CCWB/QAWB 1.0/NA/NA/2.2 Weekly PM/PL/DPA/CC/PQA completeness
server
of data

Lessons learnt/best E-Mail / Completeness


practices Need Update in and clarity of
6. NA Team Members
Basis Project information to
Folder be conveyed

Training Completeness
materials/Domain Need and clarity of
7. NA arKMedes Team Members
specific artifacts Basis information to
be conveyed

CAPA for internal & E-Mail /


Correctness &
external defects Need Update in
8. NA PL/DPA/TL completeness
Basis Project
of data
Folder

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4 Project Receivable

SN Receivable Version No. Planned Mode of Owner Acceptance


Name Receipt Date Receipt criteria

Work Email/Project
1 NA Open PL/TL
Instructions Link

PCN / PCR Planned by As per proposal/ Wind-chill / Bergstrom Completeness


Bergstrom PCN/ PCR. Email and clarity of
2 all information
to be
conveyed

Pro-E drawing As and when As per Wind-chill / Bergstrom Completeness


files with supplied by the proposal/ PCN/ Email of all input
associated Customer PCR. information to
3
assembly and be start and
part files. proceed with
the work

Supporting As and when As per proposal/ Wind-chill / Bergstrom


4 documents for supplied by the PCN/ PCR. Email
projects if any Customer

All other As and when As per proposal/ Wind-chill / Bergstrom Refer


material supplied by the PCN/ PCR. CD/Cargo Customer
5
Customer Supplied
Material Log.

Please refer PMWB, CCWB & Customer Supplied Material Log for tracking related information.

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5 Customer Supplied Hardware / Software Products

Status
Item Item Qty. Date
SN Available / Not Remarks
Name Description /Size Received
Available

Refer CC work book and Customer Supplied Material Log for details if anything is received from
customer

C081358_Bergstrom Inc_S\Customer Supplied\Document\

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6 HCL Project Team


6.1 Technical Team

SN Name Project Responsibilities Email Id Communica Location


Role tion contact
(On-site /
(Voice Ext.,
Offshore)
Cell, Pager)
 Planning revenue targets and
expense budgets
 Ensure revenue target is fulfilled.
 Monitor and control expenses
 Identify need for technology
change
 Resource planning and budgeting
to ensure resource availability
when the need arises vivek.m@hcl.i
1 Vivek M DU-Head 9845326959 Offshore
n
 Assign staff for proposal making
and project execution taking into
consideration the skills needed
 Assign PM to the projects
(through Program Manager)
 Employee career development.
 Any other responsibilities defined
in ISMS
 Manages single / multiple projects
under his supervision
 Reviews and approves the project
related plans
 Reviews the project on regular
basis (suggested monthly)
Sr.  Provide required resources for the
project harishb@hcl.i
2 Harish. B Project 7880 Offshore
n
Manager  Interacts with customer
representatives, as needed
 Involve in project initiation and
closure activities
 Review draft SLA and Pilot
outcomes
 SLA signoff
 Make project proposals for the venkateshh@
customer RFPs/internal projects hcl.in
Venkates Project
3
hH Manager  Quality Assurance planning 7926 Offshore
 Identify corrective and preventive
actions based on the customer

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SN Name Project Responsibilities Email Id Communica Location


Role tion contact
(On-site /
(Voice Ext.,
Offshore)
Cell, Pager)
reported defects / review defects /
other issues
 Setting up and revising of
quantitative goals for the project
 Data collection and metrics
analysis
 Employee performance evaluation
 Identify technical skill need for the
subordinates
 Integration, communication and
Human Resource management
within the project.
 Employee career development.
 Liaison with the customer for
project execution
 Project planning, tracking
progress and project controlling
 Sending project deliverables to
the customer
 Responsible for product Quality
 Configuration Management
planning
 Co-ordinate On-site project
engineer activities
 Member of CCB for their project
 Any other responsibilities defined
in ISMS
 Release Planning
 Release Rollout Plan
 Ascertain the closure of release
cycle
 Participate in Requirements
analysis with customer
 Inputs to Estimation
 Involve in engineering activities of
Project the project
Santosh Lead / santosh.vp@h 8158747821
4
Pujer Team  Allocate responsibilities of various cl.in extn 3840
Onsite
Leader PCN’s / PCR’s to appropriate
project engineers
 Technical decisions related to the
project
 Organize review of deliveries

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SN Name Project Responsibilities Email Id Communica Location


Role tion contact
(On-site /
(Voice Ext.,
Offshore)
Cell, Pager)
 Ensure change management and
change evaluation.
 All issues tracking and closure –
Requirements, Defects, technical
issues
 Track defects in the project and
identify root causes
 Identify the appropriate QA
activities for the project within the
framework of QMS
 Data collection and metrics
analysis
 Any other responsibilities defined
in ISMS
 Ascertain the closure of release
cycle
DPA Activities:
Ramanand.Ra
 Assist in preparation of DP plan jasekaran@hc
for their respective projects l.in
 Assist in DP strategy identification
and deployment in the project
 Defect data collection in the
projects
 Conduct DP meetings in the
project on a regular basis and
identify preventive measures
R
5 Ramana DPA  Prepare defect trend analysis in 7914 Off-Shore
nd the project and verify the
effectiveness of the DP strategies.
 Provide defect data for LOB level
DP analysis and case study / DP
report preparation
 Carry out the assigned
responsibilities
 Any other responsibilities defined
in ISMS

CC Activities:
 Assist in preparation of CM plan gurdeepbhoda
Gurdeep for their respective projects
6 Singh CC y@hcl.in 7914 Offshore
Bhoday  Identify and manage Configurable
items
 Responsible for status accounting

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SN Name Project Responsibilities Email Id Communica Location


Role tion contact
(On-site /
(Voice Ext.,
Offshore)
Cell, Pager)
of project artifacts
 CM tool deployment in the
projects
 Create and maintain baselines
 Conduct periodic CM audits in the
projects
 Ensure the project team is aware
of CM concepts related to the
project
 Releases management
 Change analysis and approval
 Member of CCB
 Carry out the assigned
responsibilities
 Any other responsibilities
defined in ISMS
 Process adherence in projects
 Conduct periodic process audits /
work product audits / release
audits
 Tracking and monitoring of action
items emerging from internal and
Srikanth external audits, project review Srikanth.nalla
7 PQA 7538 Offshore
Nalla meetings, customer review @hcl.in
 Escalate unresolved issues to
project manager / quality analyst
 Reporting of metrics as per the
PMP
 Participation in CAR activities

For other
team  Carry out the assigned
member responsibilities
8
please Team  Any other responsibilities defined -
Refer PM
Offshore
refer Member in ISMS Workbook
PMWB
Staffing
sheet
For latest Staff information please refer PMWB Staffing Sheet.
Technical Team information with defined Roles & Responsibilities are available in the Staffing Sheet of PMWB

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6.2 Off-shore Services Team

Function Name Email Id Communication Remarks


Contact (Voice
Ext., Cell,
Pager)

Gen. Nagaraja
Administration
Nagaraja.Sharma@hcl.in 66267000
Sharma

Commercials Srinivas.H srinivas.h@hcl.in 9845394461


66267000
Export / Import Ramesh
handling
rameshbabu.m@hcl.in Ext:
Babu .M
M: 9845129875
66267000
IT Services Aloysius aloysiusc@hcl.in
Ext: 8002
Raghu 40317000
QAG Raghu.Mahadevaiah@hcl.in
Mahadevaiah Ext: 8001
080- 41906000,
Mona Susan
T2ID T2IDE.BLR@hcl.in Ext. 6948 /
George
6103,
Shweta
HR ghosh.shweta@hcl.in 40317000
Bagchi

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6.3 Project Organization Structure


Client Delivery Unit Head QA Head
Bergstrom Inc Vivek M Ramesh Cadambi
John Bracey

HCL Onsite Project HCL Offshore Quality Analyst


Manager Project Manager Raghu M
Paarth Gupta Harish B

CC / CCB Project Lead PQA DPA


Gurdeep Bhoday Venkatesh H / Srikanth Nalla Ramanand R
Santosh V P

Team Members

 Refer PMWB staffing sheet for project team details & for roles refer Sec 6.1

6.4 Customer organization

SN Name & Title Role Responsibility

 All technical and commercial


1 John Bracey Program Manager
issues, approval of additional manpower

 To provide the Project requirements


to HCLT
 To provide necessary assistance to
HCLT in understanding the project
requirements
 To coordinate requirement
Santosh V. Pujer / prioritization, requirement balancing and
2 Project Coordinator
Prakhar Kumar requirement changes
 To sign-off SRS documents
 To act as an interface between
HCLT and customer organization
 To coordinate with HCLT Project
Team on project related issues

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 To coordinate Acceptance testing to


be carried out jointly at customer’s site

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7 Project Execution Methodology


7.1 Project Specific Process
7.1.1 Process Model
Project follows Legacy conversion Life Cycle Process.

Phase Entry Criteria Tasks Verification Exit Criteria Deliverables


Legacy Completeness As defined in Completed As specified in
Quality Check
conversion of input data the PCN/ PCR work packet the PCN/ PCR
using check
cycle and clarity on fulfilling the with along with
lists
requirements requirements Delivery Note
mentioned in mentioned in
PCN/ PCR the PCN/ PCR
& customer
acceptance
(through
delivery notes
or status
reports)

On discussions As per client Client Customer As per client


Design support
with onsite requirement requirements acceptance will requirement
& Partial
coordinator discussed on will be cross be documented mentioned in
Development
and client Telecon or verified online (email or PCN/ PCR
received by PL/TL for all Telecon MOM) along with
through emails intermediate Delivery Note
or received deliveries and
through PCN/ for final
PCR or Wind- delivery of
chill drawings
quality check
will be done
using
checklists.

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PLCT011_3.3 Project Management Plan

PROJECT LIFE CYCLE FOR LEGACY CONVERSION PROJECTS

Start Receive & review •Study of SOW


all the inputs •Check for adequacy of
inputs

Send Clarification Is data


request to client & sufficient
NO
receive Clarifications
YES
Update platform specific checklist

Start working using customer specified requirements

• CAD platform is chosen based on client requirements


Final QC
2D - 3D • Startup / Environment file is setup as per client requirement
Conversion • 3D models are generated they may contain parts,
sub-assemblies, top level assemblies etc..
• Checklist & guidelines are followed based on CAD platform

Are any
• CAD platform is chosen based on client requirements corrections
• Startup / Environment file is setup as per client requirement required YES
• 3D models are generated they may contain parts,
3D - 3D sub-assemblies, top level assemblies etc..
Conversion • Checklist & guidelines are followed based on CAD platform.
NO
• There are 2 ways for converting 3D data to 3D data
Import the existing 3d data in suitable format.
Create 3D drawing from that drawing.
• Checklist & guidelines are followed based on CAD platform.

• CAD platform is chosen based on client requirements


3D - 2D • Startup / Environment file is setup as per client requirement
Conversion • Drawing are generated from the 3D models.
• Checklist & guidelines are followed based on CAD platform

Deliver to the customer

END

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PLCT011_3.3 Project Management Plan

PROJECT LIFE CYCLE FOR DESIGN SUPPORT & PARTIAL DEVELOPMENT PROJECTS

START A

INPUTS DO SELF
REVIEW

COMPREHEND
THE WORK
CONTENT ANY YES
FIX THE
ERRORS
ERRORS
FOUND?

CLARIFICA YES
-TION RAISE CCR NO
REQD? FINAL QC

NO
DOWNLOAD REF
ASY & DRGS ANY YES
FROM EDIS & CS ERRORS
FOUND?

DEVELOP NEW
CONCEPTS
NO
BASED ON
INPUTS CHECK-IN THE
FINAL PART & DO THE
WORK ON NEW DRG INTO THE CS NECESSARY
ALTERNATE FOR CLIENT’S CHANGES
CONCEPTS REVIEW
CHECK IF THE
CONCEPTS NO
ARE OK WITH
THE CLIENT?
ANY YES
CHANGES
REQD?
YES
DEVELOP THE FINAL
CONCEPT INTO NO
MANUFACTURABLE
PARTS ASSY & DRGS. END

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PLCT011_3.3 Project Management Plan

PCN / PCR PROCESS FLOW CHART

Bergstrom Engineer
Prepares PCN/ PCR
Sheet
HCL ODC needs to release All released files to
drawings/ models in Wind-chill be maintained in the
and to be approved by the release folder by the
PCN/ PCR Sheet and Markup concerned Engineer onsite Coordinator
is Completed and Bergstrom
Engineer to complete
the PCN/ PCR
formalities
Details will be send to HCL Send for approval.
onsite Coordinator Bergstrom Engineer
completes the Check
Sheet and send’s to
Database Admin
PCN/ PCR
completed
Are Inputs NO YES
OK?

YES Is the
delivery
HCL ODC completes the work without
and send it back to onsite Errors?
Coordinator
NO

NO

Is delivery as HCL Onsite


per the Coordinator forwards
requirement? the drawings to
YES Bergstrom Engineer

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PLCT011_3.3 Project Management Plan

7.1.2 Process Deviations


There are no deviations in this project.

7.1.3 Process Tailoring

DPAWB - Since the OMS DPAWB was not capturing enough information related to the defects.
The new DPAWB has been tailored to meet the requirements.

7.1.4 Alternate Practices


Project uses Monthly and Weekly Status reports to track the progress of the project and also
uses Project specific Estimation Template for estimation.
Training Plan which tracks each individual ODC member’s training needs and status.
Also use of Learning Document for Knowledge Transfer with in the team.

7.2 Project Work Environment

Environment Hardware Software Network Tools Remarks

Development Refer 15.1 Refer 15.2 Refer 15.3 NX4


Environment CATIA V5
ANSYS
ICEPAK

Testing
NA
Environment

Deployment
NA
Environment

Development Mention the brief about the technology adopted, which may include Client server,
methodology web technology, ASIC etc

Technology / Mention the information pertaining to language being used in the project
Languages

Others
NA

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PLCT011_3.3 Project Management Plan

7.3 Dependencies, Assumptions and Constraints


Completeness of input data.
Timely participation in all activities for which they are responsible.
Consistent feedback and timely update of any new standards.

7.3.1 Dependencies
Timely receipt of input data & Clarifications
Wind-chill access to the Client Server
EPR and JD Edwards access to Client Access
Windchill access
Back up resources for handing multiple CAD tools

7.3.2 Assumptions
 Bergstrom management would nominate steering committee/key stakeholders to be a
part of the interactions with senior management of HCLT. This would ensure
management commitment from both sides and would aid in smoother execution of the
projects
 Bergstrom would also nominate an overall program manager who would monitor the
progress of the entire program. The Bergstrom Program manager would work very
closely with the HCLT Program Manager through the engagement. Program Manager
will actively take part in project reviews, monthly operations meetings, loading of
resources, metrics etc.
 All quality requirements and parameters for measuring quality will be agreed upon
before the execution of the project (as in section 14). HCLT will make the changes within
a mutually agreed time frame and customize its templates, forms etc to suit the needs of
Bergstrom.
 Bergstrom will train HCLT employees on all the Bergstrom customized applications &
programs. HCLT strongly believes in providing qualified resources to shorten the
learning curve and to begin the engagement in an environment of process
understanding and compliance of Bergstrom processes
 Bergstrom shall respond within 2 business days for any issues/queries raised by HCLT
related to the project
For all deliverables, Bergstrom has to give the comments/feedback within 7 business days. If no
comments were received in the specified time, HCLT would assume that the deliveries are
acceptable to Bergstrom.

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PLCT011_3.3 Project Management Plan

7.3.3 Constraints
 Lack of product knowledge will lead to more clarifications from client.
 Due to time gap the clarification resolution time will be more.
 No Direct communication from client engineers to the team in initial stages may lead to
issues and delay in deliveries.

Refer OMS Guidelines and PMWB for updates.

7.4 Risk Management


Guidelines for the same are mentioned below. Also refer to Risk Management Guidelines in
OMS.
Risk management includes the processes concerned with identifying, analyzing and responding
to risk factors throughout the life of the project. The various activities for risk management are:
(i) Risk Identification: Risk Identification is done via brainstorming sessions, interviews and
discussions with all the stakeholders of the project at the beginning of each life cycle phase.
Risk Identification Tool in OMS, Risk Database or any other project specific tool may be used.
Risks need to be categorized. General risk categories and risk taxonomy as given in Risk
Identification Tool/Risk Database can act as basis for this. The identified risks are listed in the
Risk Management Sheet of PMWB.
(ii) Risk Analysis: The probability of the identified risks occurring and their impact on the project
should be analyzed. Refer to Risk Management Guidelines in OMS for the standard probability
and impact ratings.
(iii) Risk Prioritization: The risks are prioritized according to the Risk Index (calculated as Probability *
Normalized Impact.
(iv) Risk Planning: Mitigation plans and contingency plans should be identified as described in
Risk Management Guidelines. Alternate mitigation plans can be decided using DAR techniques.
Cost Benefit Analysis should be done for selected mitigation plans.
(v) Risk Monitoring: Risk monitoring is a project tracking activity with three primary objectives (a)
to assess whether a predicted risk does, in fact, occur, (b) to ensure that risk aversion steps
defined for the risk are being properly applied, and (c) to collect information that can be used for
further risk analysis. Risks are tracked via the Risk Management Sheet in PMWB. Risks have to
be tracked both in periodical and event driven reviews. Risks are reviewed periodically in
relevant team meetings/ Sr. Management Reviews with stakeholders.
A risk item can be considered closed when it meets the following criteria: the planned mitigation
actions have been completed and the risk index falls below the escalation threshold
The Risk Database is to be updated for any new risk identified by the project or any new
mitigation plan that has been executed effectively for any risk that is already available in the
database.
Risk assessment for project and contractual risks has been done. The same has been placed in
project folder.
Risks are tracked in PMWB. Risks are tracked both in periodical and event driven reviews.
Risks are reviewed on a need basis.

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PLCT011_3.3 Project Management Plan

Task Description Responsibility

Risk Identification Risk Identification is done by brain storming


sessions and team meetings based on every
PL/TL
team member’s view. And the same will be
updated in PM workbook.

Risk
Identification done at beginning of each project
Identification/Re-
/ Reassessment planned every quarter/ phase PL/TL
assessment end / event driven.
Frequency

Risk Stakeholders Bergstrom Inc, HCL Management, Project


Team, HR, IT, Admin, Quality etc. Project Lead PL
will identify stakeholders for each risk.

Risk Monitoring Risks are tracked via the Risk Management


Method Sheet in PMWB. Risks are reviewed
PL/PM
periodically in relevant team meetings/ Sr.
Management Reviews with stakeholders.

Risk Monitoring
Monthly/Event driven PL/TL
Frequency

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PLCT011_3.3 Project Management Plan

8 Critical Path Activities


Critical Task Control mechanism Remarks
Path Description
Description Monitoring Escalati Resource Infrastru Others
on buffering cture
planning
Through
Inputs from Receivable of Request /
PL/TL/CC E-mail /
Client Project inputs follow-up
telecon
2 Weeks
prior
Availability of intimation
Availability
Pro/E from Shift
of PM/PL
licenses & Client for allocation
Resources
Manpower additional
resource
s

Any
deviation
Product QA
of points
or Peer QC is
apart
the sign off
from
Product points. In
All drawings checklist
QC case
should be and client
checklist unavailability
Quality thoroughly standard
and of both, NA NA NA
Check checked s will be
Customer senior team
before intimated
supplied member or
delivery to onsite
Standards onsite co-
coordinat
ordinator will
or before
carry out the
the day
QC
of
delivery

Escalatio PM/PL/
DAR
n to client TL will
(Weighted
from Any of the review
Average
Finalizing the onsite Senior team and This is
Method or Existing
Concept best concept coordinat member from Onsite applicabl
Pugh tool and
design during the or when other group co- e for
matrix) will resource
support design the (HVAC ordinat design
be used to s are
Activity support design group) can or will projects
arrive at sufficient
project faces any be arranged take only
best
issue on need base approv
possible
within al from
solution
one day Client

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PLCT011_3.3 Project Management Plan

9 Project Monitoring and Controlling Mechanism


9.1 Project tracking:
The following table provides the details of project monitoring and controlling elements.
Identified tracking elements are reviewed in their respective progress review meeting

Progress review type Participant Tracking Elements Mode Frequency /


Event

Customer requirements,
complaints & dependencies
Status tracking – Plan Vs
Actual (Effort, Schedule)
Project Risk elements,
Technical issues and Face to
queries, face
meeting /
Internal Project Review PL,TL,TM Critical resources tracking Bi-Weekly /
Telecon /
Meeting &PQA Event driven
Project support issues (PQA Video
issues, CM Issues), Conference/
others
Inter group commitments
(Training, Recruitment,
Admin, IT Services)
Other issues & concerns
Review of earlier MOM

Verification of six months


data
Customer requirements &
Customer satisfaction,
Contractual risk elements,
Metrics performance review,

Phase End / Milestone DP performance review, Face to


SM, PM, PL, At the end of
Review Meeting face
TM, CC,DPA, DAR review, Phase/ 6
meeting/
QA months
Root cause analysis & Telecon
corrective action
identification
Resource planning &
approval for the next phase
Sample work product check
(optional)
Best practices / Learning

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PLCT011_3.3 Project Management Plan

Progress review type Participant Tracking Elements Mode Frequency /


Event
from this phase
Review of earlier MOM

Project progress review –


Plan Vs Actual (Effort,
Schedule)
Metrics performance & DP
performance review
Escalated project issues
(project management,
technical, customer related,
Inter group
related),Customer
SM, PM, PL, requirements, complaints & Face to
Senior Management QA (IT, Admin dependencies face
Monthly
Review Meeting & HR if meeting /
needed) Contractual / Technical risk Telecon
elements,
CAR decisions review
QA / PCI issues & Tailoring
option review
CM issues
DAR decisions
Other issues & concerns
Review of earlier MOM

SM, PM &
Personal / On need
Top Management other invited As per the need
Audio basis
participants

Client, SM, PL
Joint Reviews with On need
(DUH, SDUH Project status Audio
Client basis
are optional)

9.2 Cost tracking

Item Remarks

Billable Hours Monthly Time sheet will be sent to client by PM/PL.


(This project is T&M type project)

Total revenue, resource cost, bench resources cost, Refer project profitability report in CORPMIS (which
project expenses, travel expenses, Gross margin, can be accessible by PM & above) which will be
discussed and monitored in monthly delivery unit

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PLCT011_3.3 Project Management Plan

Item Remarks
net margin…etc will be tracked in CORPMIS. review meeting

9.3 Project elements revisit

Type Frequency / Event

PM Workbook Update Weekly

Project Management Plan Update during Phase end & Event driven

 Every phase-end
Size, Effort, Schedule, Size re-estimation  Whenever CR received
 Whenever scope changes

 Whenever scope changes


 Whenever client standard changes the
requirements as mentioned in checklist
Product Checklist
 Wherever any new learning or best
practice is implemented which can be added in
checklist

Estimation Template Whenever scope changes

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PLCT011_3.3 Project Management Plan

10 Project Monitoring & Reporting


10.1 Project Status Reporting
10.1.1 To the Senior Management
Senior Management reviews to be conducted within second week of every month. The project
process issues, customer escalations, feedback are discussed and document in a form of MOM.
The open items are tracked to closure
Telecon discussions on the project status and reviews planned once in 3 months between
senior management team of Bergstrom and HCLT.
10.1.2 To the customer
Project status review Telecon’s planned on need basis between Project managers of Bergstrom
and HCLT.
Consolidate data on the project status will be sent to thru status reports on a monthly basis.
A Weekly loading chart on resource availability with respect to task will be sent containing the
projected work load for the ODC team for the next one week with the weekly status report to the
client.

10.2 To contract management cell


Account manager will contact the contract management cell when the contract renewal needs to
be done. The Account manager will also review the contract when any specific need arises from
the client. Contract Technical review check list will be revised whenever changes to the contract
happen.

10.3 Escalation Thresholds

Description Escalated By Escalated To Threshold Resolving


duration mechanism

Customer reported Bergstrom / Project One day of Conduct a meeting to


problems Onsite Manager/ problem being discuss on customer
coordinator Senior reported. issues/problem
Manager
Understand the
problem
Identify the solution
after talking with
Client/ Onsite
Coordinator
Create action items for
stake holders
Close the issue in a
permissible time limits

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PLCT011_3.3 Project Management Plan

Description Escalated By Escalated To Threshold Resolving


duration mechanism

High level risks PL/TL/TM Senior 2 working days Will be discussed in


Manager review meeting,
Mitigation/Contingency
plan will decided by
SM/PM/PL

Project support issues PQA/CC/QA Project Lead Close all issues


(PQA Issues, CM issues) 2 Weeks identified by
PQA/CC/QA

Inter group issues Team Inter Group/ Within 1 Weeks Based on requirement
(Training, IT Services, Members/ Project raise a SSD to
Admin and HR) Project Lead Manager/ concern dept to get it
Senior resolved
Manager

Project status issues Onsite Project Within 2 Discuss with Client/


(Effort, Schedule, Size & coordinator/ Manager/ working days of Onsite coordinator to
Cost) Project Lead Senior receiving the understand/explain the
Manager project status problem.
report
Identify the solution
and resolve the
problem.

Delay in Project Project Lead Bergstrom Immediate Inform client/onsite


Deliverables (Client/ Onsite coordinator about the
coordinator) delay and get a
revised delivery
timeline

Delay in Project Project Lead Bergstrom Immediate Inform client/onsite


Receivables (Client/ Onsite coordinator about the
coordinator) delay and get a
confirmed receivables
date

Technical Issues in Project Project Lead Project Immediate Inform client and
Manager/ senior management
Bergstrom about the Issue and
arrange for a review
meeting to resolve the
issues

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PLCT011_3.3 Project Management Plan

11 Knowledge Management Plan


The common knowledge artifacts and reusable components that are generated by the project or
utilized by the project are given in the below table.

Type
Knowledge
(Generated by Potential
Artifacts / Source / Target
Phase Project / Responsibility Benefits to
Reusable Repository
Utilized by Project
Components
Project)

Improved
Utilized by the
All Domain Knowledge arKMedes Project Team Domain
Project
Knowledge

Design / Modeling /
Generated by arKMedes /
Design Detailing PM / PL Skill update
the Project Project Folder
Techniques

Utilized or
White Papers / Knowledge
All Generated by arKMedes Project Team
Case Studies update
the Project

Generated by Efficient Work


All Templates Project Folder PL / PM
the Project Execution

Process definition Generated by arKMedes / Efficient Work


All PM / PL
documents the Project Project Folder Execution

11.1 arKMedes Usage Strategy


The arKMedes is used as a knowledge repository for capturing and retaining knowledge in the
project. The project team is a part of the HVAC “Community of Practice - CoP” which is a
community in the arKMedes portal specifically for the HVAC group. The Knowledge Repository
of the CoP is used for systematically sharing the knowledge across the project team. The CoP
is managed and maintained by a leadership committee members and Subject Matter Experts
(SMEs). The SMEs reviews and approves the documents which are to be uploaded in the
knowledge repository. SMEs also answer the project specific queries and clarifications which
are being raised by the users. The job of the leadership committee members is to maintain the
portal and improve the use of best practices and knowledge shared through the CoP portal.

arKMedes will be used in a limited way for this project. The tools and techniques are very
specific to CAD / CAE and very unlikely to be used in other customer projects. Hence all
artifacts will be maintained in our project folders which can be provided to other projects on a
need basis. Also the project artifacts are maintained in HCLT server. arKMedes will be used
for Best Practices and learning’s at Phase ends.

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PLCT011_3.3 Project Management Plan

12 Warranty and Maintenance plan


For Details Please refer MSA in the C081358_Bergstrom Inc_P folder

12.1 Scope of support required


NA

12.2 Timelines for support

Phase / Activity / Support Duration SLA, if any Remarks


Application Module
NA NA NA NA

12.3 Resource requirements


12.3.1 Hardware
N/A
12.3.2 Software
N/A
12.3.3 Human Resource
N/A

12.4 Dependencies, if any


N/A

12.5 Others
N/A

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PLCT011_3.3 Project Management Plan

13 Resource Plan
13.1 Skill Set Required
The latest team size will be maintained in PMWB – Staffing Sheet.
Skill Required Years of Number of Number of Skill Gap (if Remarks
Experience persons persons any)
Required Available

Project Manager-
B.E/M.E with
Project 10+ 1 1 NA Available
management
Exp in CAD/CAE

Project Leader
B.E/DME with
min HVAC 7+ 2 2 NA Available
domain & Pro-
e exp

Team Leader-
B.E/DME with
4+ 1 1 NA Available
HVAC domain &
Pro-e exp

Team Member-
Pro/E- B.E/DME
1+ 6 6 NA Available
with basic Pro-e
knowledge

13.1.1 Plan for skill gap fulfillment


Currently there is no skill gap for resources identified in this project (as per 13.1 Skill required
section). If any time skill gap appears, it will be tracked as per “Training Plan”, and trainings will
be conducted thru T2ID, Internal knowledge sharing sessions to fulfill the gaps. In case of
priority, SME (subject matter experts) will be contracted through arKMedes and relevant
knowledge transfer will be planned based on mutual consensus.

13.2 Training Plan


Please refer Z:\C081358_Bergstrom Inc_S\Metrics\Training\ C081358_Training Tracker-Apr09-
Mar10

13.3 Staffing Plan


Based on Client requirement staffing will be decided.

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PLCT011_3.3 Project Management Plan

13.3.1 Deployment
Refer Z:\C081358_Bergstrom Inc_S\Workbooks\ PMWB

13.3.2 Distribution
N/A Based on the customer priorities and workload

PLC phase SW Sub systems Number of persons Remarks

NA

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PLCT011_3.3 Project Management Plan

14 Recruitment Plan
SN Required Skills Desired Skills Number of Recruitment Needed on or before
Resources Plan

*Currently the required manpower is available.


Request will be sent to recruitment team on need basis. Recruitment plan will be through
corporate tool – “Smart Recruit System” on need basis.

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PLCT011_3.3 Project Management Plan

15 IT Services Requirements
15.1 Hardware Resources

S Description Typical Vendor Qty. Required Status Provided Critic Remarks


N / Model Configuration / Make Date by al
Details (dd-Mon- (Custome
(Yes /
yyyy) r / HCLT /
No)?
Rented)

Intel(R), Requiremen
Xeon® CPU t changes
according to
1. Workstation 2.00GHz, DELL 5 21-Apr-08 Available HCLT Yes
the changes
4.00 GB of to the team
RAM size

2. Server DL380 HP 2 21-Apr-08 Available Customer Yes

HP LJ
3. Printer Laser A3/ A4 1 21-Apr-08 Available HCLT Yes
9040

15.2 Software Resources

SN Soft- Version Vendor No. of Required Status Provided Critical Remarks


ware copies Date (dd- by
(Yes /
Mon- (Customer
No)?
yyyy) / HCLT)

Wildfire 21-Apr-
1 Pro/E PTC 5 Available HCLT Yes
2.0 08

MS
2 2007 MS 2 21--08 Available HCLT Yes
office
Requirement
MS 21-Apr-
3 2003 MS 3 Available HCLT Yes changes
office 08
according to
the changes
Windows 21-Apr-
4 XP-SP2 MS 5 Available HCLT Yes to the team
OS 08
size
PDF Acrobat 21-Apr-
5 Adobe 2 Available HCLT Yes
Reader 5.0 08

PDF Acrobat 21-Apr-


6 Adobe 5 Available HCLT Yes
Writer 8.0 08

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PLCT011_3.3 Project Management Plan

SN Soft- Version Vendor No. of Required Status Provided Critical Remarks


ware copies Date (dd- by
(Yes /
Mon- (Customer
No)?
yyyy) / HCLT)

Auto 21-Apr-
7 2006 Autodesk 1 Available HCLT Yes
CAD 09

15.3 Network Resources

SN Requirement Details Required Status Critical Remarks


Date (dd-
(Yes /
Mon-
No)?
yyyy)

Central File
Server
(for Project 10.117.129.11\esg-
21- Apr- For Project
1. Storage & sbu8\Auto&Engg\C081358_Bergstrom Available Yes
08 Storage
common Inc\
Intralink
Configurations)
Dedicated
connectivity
LAN 21- Apr- between
2. VPN Available Yes
Requirements 08 EC and
Client
facility
WAN
3.
Requirements
NA NA NA NA NA

Setting up
the
dedicated
Subnet Setting up the dedicated connectivity 21- Apr- connectivity
4. Available Yes
requirements for the servers sent by client 08 for the
servers
sent by
clients

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PLCT011_3.3 Project Management Plan

15.4 External Access Requirements (Firewall Policy Based)

System Name / Access Type of Access Duration


Initiation
SN IP Address (FTP, Tel net
(Bi-directional / etc.)
Source Destination Unidirectional) From Date To Date

10.117.169. Bergstrom Bi-directional Wind-chill Throughout


1. HCL xx (Check-In & 21- Apr-08
the Project
Check-Out)

15.5 Others
There is a dedicated VPN link between HCLT and Bergstrom to connect the remote servers.
Two Replica servers (INWCREPLICATION and INVMHOST1) are kept in HCL facility Data
center at Surya Sapphire and connect through the VPN link. The firewall configuration provides
the ODC direct connectivity to the Bergstrom Data Servers. Only user authorized by Bergstrom
can access the database.

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PLCT011_3.3 Project Management Plan

16 QA Plan
16.1 Processes and Work Products Identification
For Development / Maintenance / Re-Engineering projects
For small task based assignments

1
Phases / Processes Work Products Process / WP Audits Toll Gate (TG)*?
2
(Yes/No)

Start-up All documents Start up audit Yes


mentioned in startup
checklist.

Project planning Project Management Project Plan review No


Plan, Estimation, check list, WP audit
Schedule, Traceability
Matrix

Pro-E task/ Detailed 3D Models and Work product Check list, Yes
Design Drawings WP audit

Project Closure Closure audit No

* A Toll gate means that the audits for that phase / work products will have an exit criteria, which
if not met, the delivery will not be allowed to go into the next phase.

16.2 QA Audit / Inspection Plan

Audit Type Frequency Audit item

Start up At the completion of project initiation Project initiation activities


meeting

Work Product As and when the work product is ready Project Plan

CM audit On monthly basis (using CM audit CM process related work products


checklist)
Release items
At the time of release (using release
checklist)

Work Product Process Monthly Contract and PCN/ PCR, review


Compliance Audit via records, Estimation work sheet,
Project Compliance PMP, Tracked plans, SM review

1
The list of phases/ processes can be customized based on project scope and requirements
2
Toll Gate can be customized based on project scope and requirements

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PLCT011_3.3 Project Management Plan

Audit Type Frequency Audit item


Index (PCI) by QA records, project review records,
status reports and other project
monitoring related records
Requirement work products, review
records
PMWB/PM smart, other metrics
related records, customer driven
metrics
Records of metrics goal setting,
tracking and quantitative process
management, usage of prediction
models
Change requests and change
evaluation plans and other change
management records, reviews
Release notes, customer delivery
note, customer feedback/CSAT,
Improvement plans
ArKMedes usage records, tools
usage evidence etc..

Phase end/virtual Once in 6 months Activities mentioned in the Project


closure audit closure Checklist as applicable to
virtual closure

Activities mentioned in the Data


Data Validation Audit Phase end
Validation Checklist

Project Execution Activities mentioned in the Project


Monthly
Audit Execution Checklist

Closure audit After the project retrospection meeting All project closure activities

16.3 Sampling and Acceptance Criteria and rationale for Work


Products

Work Products Method of Sampling Acceptance Rationale for


Assurance Criteria Criteria sampling

Project Plan Review by QA Completeness of Review comments Readiness for baseline


and Senior Document. have been closed
management and captured in
peer review defect
log.

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PLCT011_3.3 Project Management Plan

Work Products Method of Sampling Acceptance Rationale for


Assurance Criteria Criteria sampling

CAD models / Product Quality 100% Defect free All the drawings/models
Drawings / checking Completeness models/ drawings needs to be subjected
Analysis to Quality check
Reports

16.4 Acceptance criteria for Process compliance

Audit Processes Acceptance Criteria


Type

Start up Audit and ensure the startup/Initiation 85% of items in the Project Initiation check
audit activities have been done as per OMS list pass.
defined process.
Proposal exists and is reviewed by the SPM.
Project plan exists.

In- Ensure the project execution is strictly Minimum Project Compliance Index (PCI) of
process adhered to the OMS Processes and plan. 90%.
audit

Closure Ensure the project deliverables have been 100% Compliance to the OMS project
Audit deployed to the customer with intended closure process and Project closure audit
quality. checklist shall be used.

16.5 Verification Plan (Work Product Wise)

SN Deliverable Verification Objective Verification Re- Responsibility


Type (Offline/ of Criteria Verification
Walkthrough / Verificati Criteria Modera Review Sign -
Inspection / on tor er (s) off
Unit Testing /
Integration
testing)

1 PMP Offline Correctn PM/PL QA SM


Offline
ess and

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SN Deliverable Verification Objective Verification Re- Responsibility


Type (Offline/ of Criteria Verification
Walkthrough / Verificati Criteria Modera Review Sign -
Inspection / on tor er (s) off
Unit Testing /
Integration
testing)

Complete review
ness

Intermediate
Client
Deliverables Correctn
requiremen
of Design ess and Online
2 Reviews ts will be TM PL PL
Support and Complete review
cross
Partial ness
verified
development

CAD Models Reviews by Error free Drawings Drawings PL/TL/ PQA


/ Drawings QC delivery to match to match TM Produc
the client the client t/ Peer
markup (if markup (if QC
3 PL
available) available)
and and
Review Review
Checklist Checklist

16.6 Validation Plan (Work Product Wise)


 Product and product-component requirements
 Standards
 Customer acceptance criteria
 Environmental performance
 Thresholds of performance deviation>

Validation Responsibility
Type (Onsite
reviews with Objective of Validation Acceptance
SN Deliverable
Client / Validation Criteria Criteria Performed
Prototypes / Sign-off
by
UAT / SIT)

NA (Not in scope)

16.6.1 Testable/Non-testable Modules


Not in the scope

SN Module / Requirement Type (Testable/Non- Type of Testing Reasons


testable) planned

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SN Module / Requirement Type (Testable/Non- Type of Testing Reasons


testable) planned

NA NA NA NA NA

16.7 Milestone / Phase end Reviews

SN Activity Planned phase end / Milestone review dates

Module 1 Module 2 Module 3 Module 4 Module n

1 Virtual All data will be consolidated for a period of 6 months and then the
Closure/Phase virtual closure would be planned. Based upon the Retrospection
End Review report and the virtual closure meeting, Retrospection MOM would be
prepared accordingly.
Detailed schedule will be available in PMWB Planning sheet

2. Closure Project closure will have to be done as per the customer intimation
and Project acceptance from the customer will be ensured before
the closure.

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17 Quantitative Plan
17.1 Project Quality Goals and Threshold Values
Refer “Planning and DP Goals” sheet in DPAWB and ’Metrics Planning & Tracking’ Sheet of
PMWB for core metrics and project specific metrics. For additional project specific metrics
please refer below

Priority (in
Required Project
Metric Unit Definition the order of USL LSL
measures Goal
preference)

DRE % Number of DRE= (E/ E+D) *100


Defects
Where E = Pre-delivery
(Internal &
errors (detected during all
External) 1 95% 100 90
QC / QA) activities
D = Post –delivery
Defects

Schedule % Time Schedule Variance =


Variance periods(Plan & [Completion (Actual) –
Actual) Estimated (Last Base
lined Plan)] x 100 3 5% 10.0 0.0
No. of planned elapsed
days (Last Base lined
Plan)

Effort % Effort Effort Variance = [Effort


Variance Spend(Plan & (Actual) – Effort (Last
Actual) Base lined Plan)] / Effort 5 5% 10.0 0.0
(Last Base lined Plan) x
100

PCI % KPA Project Compliance Index


compliance 5 >90% 100 90%
score

HCL % Customer Customer Satisfaction >90%


CARES Satisfaction Review(Management 2 100% 85%
level) (6.3/7)

17.2 Sub Process Goals and Threshold Values


NA There are no sub-processes.

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Organizational goals
Project goals
(as per baseline)
Sub-Process Metric Remarks
Goal USL LSL Goal USL LSL

17.3 Metrics for Quality Characteristics And Sub-Characteristics


<Quality characteristics and its related sub-characteristics shall be defined in this section with its
target value>

Quality Characteristic Sub-Characteristic Satisfactory Value

Project Management Effort Variance < 10%

Schedule Variance < 10%

Customer Satisfaction Process Compliance 85%

Customer Satisfaction Index 6.3 out of 7.0

Internal Defects 17.6


Defect Removal Effectiveness
External Defects 17.6

17.4 Method of data collection, Analysis and Reporting


The metrics data will be captured in PM Smart, PM workbook and DPWB. The data shall be
analyzed during phase end reviews and appropriate corrective and preventive action will be
identified and implemented. The effectiveness of the preventive actions would be tracked in the
next phase end reviews

Required Collection Verifying Analyzing


Metric Reporting
Measures Method Method Tool/Technique

Schedule Time PMWB, WATS PQA/SM CAR process will SMR and
Variance periods(Plan Reviews be used as per Team meeting
& Actual) OMS

Effort Variance Effort PMWB, WATS PQA Reviews CAR process will SMR and
Spend(Plan be used as per Team meeting
& Actual) OMS

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DRE Number of DPAWB, WATS PQA Reviews CAR process will SMR and
Defects and DPA be used as per Team meeting
(Internal & meeting. OMS
External)

PCI KPA LEAP Tool and SMR and CAR process will SMR and
compliance PCI Issue Team be used as per Team meeting
score tracker sheet meeting OMS

CSAT As per HCL CARES Client SM If score is below SMR and


organization Review 5.5 / Specific Team meeting
goal comments by
client

17.5 Control of Non conforming product


17.5.1 Problem reporting
All project related issues including technical problems would be discussed in Bi-weekly
meetings & SMR’s and the resolution is cascaded to all the project team members.
17.5. 2 Corrective and Preventive Action
All defects are tracked and recorded in DPAWB. Defects are tracked against the goals defined
in PMP. Based on the trend of the defects, necessary corrective and prevention actions will be
taken.
CAPA meetings on the defects will be done on a Quarterly basis to analyze the defect trends
and take action if necessary.
All Non Conformance raised by QA / PQA / Internal Quality auditor will be updated and tracked
to closure. NC’s raised during IQA will be closed through IQA tool as per the plan
17.5.3 Disposition
The internal & external defects are captured and tracked through the DPAWB. CAPA will be
done as defined in the DP Goal.
And any non-conformance reported by customer, the delivered files would be corrected and re-
delivered.

17.6 Defect Prevention


Defect Prevention Analyst in the project is responsible for:
Ensuring the data collection at various phases of the product development
Ensuring the defect prevention meetings are organized at defined intervals
Identifying the cause of defects during defect prevention meetings and assist the brainstorming activities
Identify the corrective and preventive action for the identified causes and record them for implementation
Interact with Defect Prevention Council for identifying the organization wide corrective and preventive
action.

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17.6.1 General:
The internal review defects will be entered in the review checklist by the product QC and the
same will be captured through the respective PM Smart for each drawing and through DPA
workbook on consolidated packet basis. The customer reported or external errors will also be
captured in the same manner. From the checklist, the frequently occurring mistakes and defects
will be discussed and analyzed in the team meetings.
Prioritized defect types & causes will be identified along with its prevention strategies as part of
planning phase and they are revisited and re-set on periodical basis to ensure the effectiveness.
The DPA (Defect Prevention Analyst) will be identified from the project team to take care of DP
activities and CAR (Causal Analysis and Resolution) meetings. The DPA will be responsible for,
Ensuring the data collection at various phases of the project.
Organizing the CAR meetings at pre-defined intervals.
Assisting the brainstorming sessions during CAR meetings to identify the causes of defects.
Assisting the brainstorming sessions during CAR meetings to identify the corrective and
preventive actions for the identified causes and recording them for implementation.
Helping the project manager and the project team to implement the recorded corrective and
preventive actions and verifying the effectiveness of the same.
Interacting with the Defect Prevention Council for identifying the organization wide corrective
and preventive actions.
17.6.2 Defect prevention goals & Strategy
This section identifies the prioritized defect types based on the organizational need and
statistical limits based on the data from similar projects executed in the past and the
organization DP report. Project goals are identified for each of the type of defect along with its
prevention strategy.

3
Defect Defect Type Project Goals
Category Phase/
Anticipated Goal USL LSL Prevention
(Org / Work
defects Strategies
Project Product
Specific)
Design Design 2/ 4/ 0/ Final Product
Errors Errors Dwg Dwg Dwg QC is done by
Modeling Modeling 2 4/ 0/ the PL/TL or
Errors Errors /Model Model Model Senior Team
Project Work 1/ 2/ 0/ Member to
Material Material
Specific Product Dwg Dwg Dwg prevent any
2/ 4/ 0/ slippage in the
Standards Standards
Dwg Dwg Dwg client quality
Dimensional Dimensional 1/ 2/ 0/ requirements
Errors Errors Dwg Dwg Dwg

3
The Project Team may mentioned the defect type as applicable to their project.

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3
Defect Defect Type Project Goals
Category Phase/
Anticipated Goal USL LSL Prevention
(Org / Work
defects Strategies
Project Product
Specific)
2/ 4/ 0/
Units Units
Dwg Dwg Dwg
1/ 2/ 0/
Views Views
Dwg Dwg Dwg
2/ 4/ 0/
Text Errors Text Errors
Dwg Dwg Dwg
1/ 2/ 0/
Template Template
Dwg Dwg Dwg

17.6.3 Data collection, Analysis & Corrective action


Defect data (from reviews, customer reported, PQA audits / reviews) will be captured in DPA
workbook. This data will be analyzed on phase end basis to
Consolidate the type of defects
Perform the analysis with the team
Identify the common defects and root causes
Track the actions in the subsequent meetings

 Defect data collected in respective work allocation sheet as and when the internal
review defects and external defects are identified through internal QC reviews and
client interactions respectively.
 The defect data from work allocation sheets will be analyzed on bi-weekly team
meetings on a need basis and it will be updated based on the inputs from the team
members.
 The defects are consolidated based on its type and cause and recorded in DPA
Workbook for every work packet.
 The defect data thus consolidated are analyzed during Causal Analysis and
Resolution (CAR) meeting on a need basis or as part of phase end reviews.
 The DP strategies are revisited based on the performance and they are re-set and
actions are recorded in CAR form for further tracking.
 The best practices / learning for DP implementation will be recorded in project
retrospection report.

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18 Stakeholders Plan
Stakeholder Phase / Stakeholder’s Project Organization’s SLA (if any)
Activity to be responsibility responsibility
involved in

Project Team Complete Delivery of internal Delivery of internal Escalated


Project and external and external issues to be
deliverables of deliverables of resolved
project as per project project as per project within 1
requirements and requirements and working day
Process compliance Process compliance escalation of
the issue.

Customer Requirements Provide clarity on Meet customer Clarification &


Clarifications requirements requirements acceptance
related issues
Sign offs Approve deliverables
to be resolved
Participation Participate in Project within 5
in Project Reviews, as planned working days
Reviews

Sr Senior Monitor progress of Reporting, as Escalated


Management Management project planned issues to be
Review resolved
within one-
week
escalation of
the issue.

Quality Quality Process facilitation Process Compliance Escalated


Assurance Assurance and process and Reporting, as issues to be
activities compliance check. planned resolved
within 15days
Escalate process
compliance issues to
PM & SM when it’s
not adhere to
company set goals.

HR Human Provide Human Timely raising of Escalated


Resource Resources, Address issues in SSD or issues to be
activities Employee related Resource Requisition resolved
issues Support in System within one
ramp up of team and month
all other activities escalation of
mandated by the issue.
company

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Stakeholder Phase / Stakeholder’s Project Organization’s SLA (if any)


Activity to be responsibility responsibility
involved in

IT Services IT related Provide IT Timely raising of Escalated


activities infrastructure, and issues in SSD issues to be
network and IP resolved
address related within one
issues day
escalation of
the issue.

Admin Administration Provide admin Timely raising of Escalated


activities infrastructure and issues in SSD issues to be
address related resolved in 5
issues working days

Travel Desk Travel related Address Travel Timely raising of Escalated


activities related issues issues through issues to be
prescribed format resolved
within 5
working days
escalation of
the issue

Training Training Provide the required Send Nominations to Escalated


(T2ID) related trainings like Process T2ID and organize issues to be
activity trainings, Project training resolved
specific like domain, within one
tool, behavioral..etc month
escalation of
the issue

PQA - Execution Process monitoring, Monitoring process Escalated


Process compliance process
Escalate process
compliance
compliance issues to
issues to be
PM & SM when it’s
resolved in 15
not adhere to
working days
company set goals

PQA - Execution Escalate product Control of Product Escalated


Product quality related issues Quality issues to be
to PL when it’s not resolved in
adhering to customer 1day
specific standards

PM Smart Execution Efforts hours are Monitoring deliveries Escalated


captured for all the made to the client issues to be
resolved

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Stakeholder Phase / Stakeholder’s Project Organization’s SLA (if any)


Activity to be responsibility responsibility
involved in
deliverables within one
day
escalation of
the issue.

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19Sub-Contractor Management Plan


Not Applicable to this project.

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20 Configuration Management Plan


Both technical and managerial configuration management activities, functions and tasks
required to manage the configuration of the software system as specified in the scope of the
plan should be identified here. The software configuration management activities are grouped
into four functions:
 Configurable identification
 Configuration control
 Status accounting
 Configuration audits>

20.1 Configuration Identification


20.1.1 Baseline Identification

SN Configuration Item Naming Convention Baseline trigger Remarks

1 PMP Bergstrom_Cxxxxxx_P On approval by SM


MP_xx.x

2 Customer supplied NA On receipt from


items customer. Depending on
Items they will be treated
as CI.

3 Project specific C081358_xxxx On approval by Mention all


checklist & templates Checklist xx.x PL/PM the work
products that
are in sync in
this baseline.

4 Deliverables PCN/ On approval by Delivery note


PCRXxxxxx_ddmmmyy PL/PM/SM
Delivery
_001
folder
PCN /
PCRXxxxxx_XXX_ddm
mmyy

5 Standards C081358_Pro-E Recd from client/on Approval mail


Checklist xx.x approval by PM/SM available in
the folder

6 Proposal Proposal_Bergstrom-Vx On approval by account


x-ddmmmyy Manager

7 Estimation Tool C081358_Estimation On approval by Senior


_Bergstrom xx.x Manager/Estimation

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SN Configuration Item Naming Convention Baseline trigger Remarks


Council

8 Risk Assessment RA_HCLT_Bergstro On approval by PM/SM


m

9 MSA Bergstrom_MSA Recd from client/on Signed off by


approval by SM both parties

10 PCN / PCR Cxxxxx and Xyyyyy On receipt from customer As per the
naming
convention
form
customer

20.1.2 Revision of Baseline Criteria


Baselines will be revised on event driven basis (Eg. Virtual Closure, OMS up gradation).
20.1.3 File naming conventions
The naming conventions for these are given below.

Item Type ( Controlled Remarks


Work Product Naming conventions
/Managed Items)

Controlled Items External standards N/A

PMP Bergstrom_Cxxxxxx_P
MP_x x.x

Project specific checklist C081358_xxxx


& templates Checklist xx.x

Proposal Proposal_Bergstrom-
Vx x-ddmmmyy

Customer supplied items NA On receipt from


customer.
Depending on
Items they will be
treated as CI.

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Item Type ( Controlled Remarks


Work Product Naming conventions
/Managed Items)

Delivery Note C081358_PCN/PCRxxxx


xx_ddmmmyy_xxx

Risk Assessment RA_HCLT_Bergstrom

MSA Bergstrom_MSA Signed off by


both parties

Estimation Tool C081358_Estimation_Ber


gstrom xx.x

Managed Items Project Initiate note Project Initiation


Note_Bergstrom

Project Review MOM C081358_BERGSTRO


M_MOM_mmm-mmm-
mmm - xxxx

C081358_SM
SM Review MOM
Review_MOM

C081358_
Retrospection Report
Phase End Review MOM
and MOM template-dd
mmmyy

C072683_Kickoff_MO
Project Kick Off MOM
M

MOM with onsite C081358_BERGSTRO


Coordinator/Client M_MOM - ddmmmyy

C081358-
Conf. Audit Checklist
Conf_AuditChecklist

Process Execution C081358-Proj


checklist Execution

Contract Review C072683 -Technical


Checklist Contract Review
Checklist

Technical Contract C072683 -Technical


Review Checklist Contract Review
Checklist

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PLCT011_3.3 Project Management Plan

Item Type ( Controlled Remarks


Work Product Naming conventions
/Managed Items)

Project Planning Review C072683-Project


record Planning_checklist dd
mmm yyyy

CAPA / CAR Reports PSPF014-Causal


Analysis and
Preventive action-
xxmmmxx

PCI Audit Issue tracker PQI Audit Issue tracker


Sheet-mmmxx

Training Matrix Worksheet_Training


_Matrix - mmmyy

Defect Database C081358_DPA


workbook

Handover Record Handover


Record_xxxxx-xxxxx

Risk Assessment Doc RA_HCLT_Bergstrom

Work Allocation Work Allocation


Document Tracking Sheet - xxxxx

Customer Clarification C081358_xxxxx_CCRx


Doc. xx

QAWB C081358_QA_workboo
k

PMWB C081358_PMWB-Task
Based

DPWB C081358_DPA
workbook

CCWB C081358_CC
Workbook

Weekly Status reports Weekly_Status_Report US Bergstrom


_Bergstrom_ Week No- UK Bergstrom
xx
Weekly_Status_Report
_Bergstrom_ Week No-
xx-xx

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PLCT011_3.3 Project Management Plan

Item Type ( Controlled Remarks


Work Product Naming conventions
/Managed Items)

Monthly Time Sheets Bergstrom_Timesheet_


MMMYY

SM Review Checklist C081358-SM Review


Checklist- mmm yy

Customer supplied C081358-Bergstrom-


material log Customer Supplied Log
Business Continuity C081358-Business
Form Continuity Form
Disaster Recovery Form C081358-DR Form

Project closure Checklist C081358-Proj. Closure

C081358-Metrics
Metrics Review Checklist Review
Checklist_mmmyy

Data Verification C081358-Data


Checklist Verification Checklist

C081358-Risk
Risk Identification Tool
Identification

C081358_BERGSTRO
DPA Meeting MOM
M_DPA_ddmmmyy

C081358_Deviation
Deviation Request
Request- DPAWB

Goods Receipt & GRIN- xxxx -


Inspection Note Bergstrom Inc

C018358_
Retrospection Report
Retrospection MOM
and MOM template-
ddmmmyy

C018358_
Retrospection Report
Retrospection Report
and MOM template-
ddmmmyy

(* - The Date will be entered in ddmmmyy format, unless otherwise specified.)


Any external work product that is used as a reference is considered as ‘Configuration Controlled item’.
This includes external standards and client inputs other than the PCA/SOW requests. These external

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work products will be named according to the client standards and will be kept in the relevant customer
supplied folder.

20.1.4 Labeling and Numbering of Configuration Items


 Every versionable work product shall have revision history indicating the revision number
and nature of changes in every release.
o 0.1, 0.2 …. - Draft
o 1.0 - Baseline version
o 1.0a, 1.0b…. - Draft (while changing 1.0)
o 1.1, 1.2 - Minor Changes Baseline
o 2.0, 3.0 - Major Changes Baseline
Version labels are tags used to identify a particular revision. You can use version labels to
select multiple files to check in or check out, promote, generate reports on, or use to build an
application.
Typically, version labels are used to identify a particular revision for each component of a
specific product release, such as "Beta Test 1”, internal release and phase ends.
Each versioned file is associated with a version number. When you add a file to a project folder,
the initial version of the file becomes its first revision. As you check in subsequent versions of
the file, each version becomes a revision of the versioned file. For instance in the graphic below,
the versioned file "shifter.rh" has four revisions: 1.0, 1.1, 1.2, and 1.3>

20.2 Software Libraries


20.2.1 Server Directory Structure
The directory structure under is tabulated below:
\\10.117.129.11\xxxxxxx

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Project 4
Directory Location Purpose Permissions
Members

Project name_ P Contains all proposal related documents PM/PL RW


such as SOW, RFP, proposal checklist,
(High Security) proposal, review record of proposal and
any customer correspondences held
during proposal phase.

Project name_S All supervisory files are stored here. PM / PL / RW


PQA / CC /
(MediumSecurity) DPA .
Team R
members

 Metrics Data collected internally by the project


members and the analysis details are
stored here.

 Customer Supplied Items received from the customer.

 Document Documents are saved here. These are


stored here under appropriate date or
items sub-directories.

 SW All software received from the customer is


stored here under appropriate sub-
directories.

 HW Contains the list of hardware items


received from the customer.

 Customer Interactions Data exchanged with the customer is


categorized in this directory

 General This holds the data sent & received from


the customer which is of general nature

 MOM All Minutes of the meeting with customer


are stored here

 Deliveries This contains delivery note of each


delivery and consolidated delivery details
report

 Status Reports All Status reports are stored under this


directory

4
R - Read, W-Write, RW - Read/Write

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 Release This directory stores the finally


delivered product for each delivery

 Plans All project related plans (latest versions)


are kept here.

 Workbooks Contains PQA and PM workbook in


different folders.

Project name_U All user level documents PM/ PL RW


(LS) Team members
 Checklist Contains all checklists
Contains all MOMs related to
 MOMs weekly meeting, kickoff meeting,
and closure meeting
Contains the templates specific to
 Project specific the project (internally developed
templates or customer supplied) are stored
here
Contains all reference material
 Reference material
here.
 Review records Contains review records
Contains weekly reports of each
 Weekly reports team member on each folder for
every week.
Folder is created for each user
 Work in progress where he can dump the work in
progress on daily basis
Contains work allocation sheet for
 Work allocation
team members, week wise.
Change request either internally
 Change Request
generated or customer generated

20.3 Change Management


20.3.1 CCB Composition
The configuration control board (CCB) is a group comprises of the PM, CC and the Senior
Manager. The objective of this group is to control major changes, internal or external, of the
configuration items.
This group may consider any change in a CI that fall under the following category (considered
as major).
 A change which affects the delivery schedule by more than 10 working days
 Scope changes that lead to the change in effort by more than 10% of the total effort
 Cost changes

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 Need for additional resource


 Any other activities as identified on the event driven basis

20.3.2 Requesting Changes


Changes Initiated by Client: The client communicates the required changes. If a change request
form has not been sent, the Project Manager is responsible for ensuring that the same is filled
in.
Internally Initiated Changes: Internally initiated changes are logged in change request form by
the respective team member.
20.3.3 Evaluating Changes
Analysis and approval / disapproval of change: The designated person in the project does the
impact analysis and fills in the change request evaluation form. In cases where required this
evaluation form is sent to client for approval.
20.3.4 Approving Changes
The change is evaluated and accepted or rejected by CCB / PM depending on the nature (major
/ minor) of change request. Given below are some of the parameters used by CCB / PM to
accept or reject a change request.
Approval for change in schedule or cost as obtained from client
Availability of additional resources to implement the change request
Importance of the change as perceived by the client or the project team
20.3.5 Implementing Changes
Changes are implemented, Changed work product reviewed, accepted and version controlled
by the owners assigned by the CCB / PM.
20.3.6 Verifying Changes
Incorporated changes are verified by the project team and the senior management during
project review meetings.
20.3.7 Change Control
Change control is achieved by means of version control and controlled server access as
mentioned in the above sections.

20.4 Configuration Status Accounting


If the tool is used for configuration control, the tool gives the status accounting.
However if no tool is used, the method of status accounting is followed as per the Configuration register
template.
Summary of the changes in C.I is recorded in the revision history of the document

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20.5 Software Baseline Audits


Configuration audits are complimentary to technical reviews. CM audits are carried out by PQA
on a monthly basis. It tries to assess the project using a pre-defined checklist , which is
available in OMS.

20.6 Project Specific Backup


The project data (\\10.117.129.11\....) from the file server will be backed-up every day
(incremental) and weekly basis (full). Data back-up tape is stored at offsite location by ITS.
The project documents are archived after every virtual closure (once in 6 months) and the
backups are taken. The backup is stored in external storage by the IT department upon the
request by PM. PM is responsible for the initiation of backup process.

20.7 Packaging and Release Requirements


NA

20.8 Data Management Plan


The project folder is located in the below mentioned path

SN Project Document/Item Purpose Media Location Owner Sensitivity

Project Hard Project


Scope and BUH
Contractual Documents Copy management File
Contractual High
1 (Contracts, Agreements, agreement (CIA=321)
SOW and Proposal) with Soft
C0xxxxx_P folder BUH
customer Copy

Technical Documents
Project Soft High
2 (Requirements, Design C0xxxxx_S folder PL / CC
Specs, Delivery Notes, Delivery Copy (CIA=113)
Standards, Checklists)

Planning of
project wrt Soft Medium
3 Project Plans C0xxxxx_S folder PM / PL
various Copy (CIA=222)
parameters

Quality Records Issue


tracking Soft Low
4 (MOMs, Status Reports, C0xxxxx_U folder PL
Review Records, Audit and quality Copy (111)
Records) assurance

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SN Project Document/Item Purpose Media Location Owner Sensitivity

5 Source Code Project Soft Product specific PL/CC High


Deliverable Copy repository
(113)

6 Other Documents Knowledge Soft Product specific PL/TM Low


Manageme Copy folders in KROSS
(Case Studies, Work (111)
nt / Knowledge Base
papers, Knowledge
management documents )

20.8.1 Post delivery phase


Data relating to virtual closure period will be archived & kept in the server (\\10.117.129.11\.) in a
separate folder called “archive”. If archived data is large (More than 10GB) it will be stored in separate
tape drives. (Archive will be done after the virtual closure).

Archival Archival Archival Archival


Accessible to Remarks
Description Media Location Owner

Project Tape/CD IT Services IT Project owners


Documents on request

Knowledge
ark Medes – Team HVAC Cop
Manage Soft Copy
HVAC CoP Members members
Documents

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21 Disaster Recovery and Business Continuity Plan


Disaster recovery - The project data (\\10.117.129.11\xxxxxxx) from the file server will be
backed-up every day (incremental) and weekly basis (full). Data back-up tape is stored at offsite
location by ITS.
The customer deliverables will be uploaded directly to client server (ProE-Common space),
hence no specific back-up planned for deliverables. WIP and completed data will be uploaded
once in two days.
Business continuity – Data backup tapes will be made available for restoration to continue the
activities.
As there is no separate DRBC plan requirement specified in the contract, project level DRBC
(as mentioned above) is active for the project. To ensure the same random checks will be made
at least once in quarter by raising a SSD to restore some data from project folder.

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22 Decision Analysis and Resolution (DAR) Plan

Activity / Phase / Issue WP Affected Evaluation Method Solution Approval


Authority

Concept Freezing Delivery Pugh Matrix Customer/SM/PL

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23 References
SN Document Name Doc. Id. Repository

1 Engineering services Risk database Version 1.0 QMS Engineering services

2 ESG Baseline report #1 Version 1.0 QMS Engineering services

3 Project Management Guideline PLCG019 OMS

4 Risk Management Guideline PLCG012 OMS

5 CM Guideline PSPG008 OMS

6 Metrics Goals for ESG Projects Project Database

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