2020/12/02 Council Agenda Packet

utilizes the methodology detailed with the 28 Tasks to deliver a system configured to The City approved business process and workflows. P . Project Phases and Tasks P hase 1: Project Initiation P hase 1, Task 1: Project Management Timmons Group has provided Attachment A, the initial Project Management Plan (PMP) document and will soon begin initial data gathering to prepare for the kickoff meeting. We will also hold a webinar meeting with the City's Project Manager and IT/GIS staff to discuss the proposed solutions we will be implementing and their impacts to your existing computing environment This "primes the pump" for the kickoff meeting and configuration workshops and ensures there will be no IT/GIS related bottlenecks related to hardware or software purchases. P ur project manager will employ a variety of controls and management tools designed to successfully complete this project in a timely manner while keeping the City informed of our progress throughout the duration of the project. The scope of this project will require our team to work with many different City staff members on a number of project tasks. Task 1 will remain active throughout all phases of the project. Phase 1, Task 1: 'City Responsibilities: City will review the Project Management Plan and ensure it meets. requirements (2FTE hours). City's project manager can assume a need of 4-8 hours per week during project duration Key personnel for each functional group can assume a need for 2 hours for project management plan and 2 hours per week during project duration for communication status meetings, etc. Phase 1, Task 1: Timmons Group Responsibilities and Deliverables: The Timmons Group Project Manager will draft and deliver a Project Management Plan (PMP) for an initial review by the City's Project Manager and key staff, as deemed appropriate. The draft plan will be provided in advance of the project kickoff meeting. The project management plan is a dynamic (living) document that will be managed over the life of the project. Bi-weekly Project Status Reports A project collaboration portal will be setup for the duration of the project and for support after Phase 1, Task 1 Assumptions: • Timmons Group will provide deliverables according to the project schedule. • City will review all documentation within 10 business days or a mutually agreed upon timeframe. Phase 1, Task 1: Estimated Timeframe: • Project Management activities will occur throughout the duration of the project P hase 1, Task 2: Project Kickoff Meeting P roject team members and participating City Functional Group staff will participate in a Project Kickoff Meeting to be held for the purpose of introducing the project participants, to establish the roles and responsibilities of all Project Participants, validate the City's goals and objectives establish the lines of communication to be employed throughout the duration of the project, and to answer any questions the City's staff may have. The kickoff meeting shall be 2 (two) hours in duration. Task 4 will take place after Task 2 and 3 have been completed. Phase 1, Task 2:'City s Responsibility: City's project manager assistance in scheduling pre -kickoff & kickoff meeting. (4 FTE hours) City's Information System stakeholder attendance/participation in pre -kickoff meeting. (4 FTE hours each attendee). City's key stakeholder attendance/participation in kickoff meeting (4 FTE hours each attendee) Phase 1, Task 2: Timmons Group Responsibilities and Deliverables: Project presentation and meeting minutes. Phase 1 Task 2 Assumptions:' • City will provide a conference room appropriately sized for the number of participants. 14IPage