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Project approval process

Process Narrative
 
Created: 11/26/2008
Last Modified: 01/12/2009




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Table of Contents

   1.0   Project Approval Sub Process
1.1   Start Project Approval process
1.2   Online Submission form
1.3   Complete project proposal form
1.4   CTO Review
1.5   Approval
1.6   Approved Project
1.7   Approved Project Charter
1.8   Project plan
1.9   End Project Approval process
1.10   Program Management
1.11   Technical Program Council
1.12   Technical Committee
1.13   The Membership
1.14   Submitter
1.15   Director of Catalyst Program
1.16   Catalyst Project?
1.17   Project submission criteria
1.18   Project plan template
1.19   Project plan


1.0  
Project Approval Sub Process

Project Approval Sub Process
Description Project Approval sub -process
Project Approval Sub Process

The Project Approval sub-process describes the activities necessary for the approval of a project.  A new project can take the form of a new project or a new phase of an existing project.


1.1   Start Project Approval process 

Project Initiation may be entered as a result of one of the following:

• directly by a member wishing to start a new project or sub-project

• as the result of a pre-project activity e.g. online community incubator project.

• as a result of a project team wishing to update their existing project scope / deliverables

• as a result of a contribution that cannot be allocated to an existing project

The Project Approval Process will be managed on the SourceForge platform, in the ‘public’ area, with the emphasis on automating the process as much as possible using online forms and tracker workflows. The target is to complete the approval within a maximum of five working days (seven elapsed days).

The proposals will be visible to the public (members) throughout the process.

Responsible Program Management

Accountable V.P. Member Collaboration

Support SourceForge Support, Process Management

Owner

Name Description Type
Program Management Role


1.2   Online Submission form 

The online submission form provides the entry mechanism for submitting a project proposal for approval. The form will be embedded in a SourceForge tracker workflow (probably).

The form will include:

Mandatory fields

Project number assigned by the system.

Submitter's name (auto generated?)

Submitter's email (auto generated?)

Submitter's company (auto generated?)

Do you have agreement from your company to submit this proposal? (tick box)

Have you read and understood the rules of engagement (including IPR and Open Source licensing and contributions rules) that apply to TM Forum projects? (tick box plus links to appropriate sections of Ops guide etc.)

Is this submission for a Catalyst project? Y/N

Project name (max 80 characters)

Project short name (max six characters)

Participants (name and company) (minimum of three member companies)

Project leader's name and email (if not the submitter)

Project scope and description (free format) – this information will be used as the content for the project web page

Project deliverables (provide a drop down list of deliverable types. Annotate Catalyst deliverables)

IPR declaration - the submitter must declare any IPR that they or any member of the proposed project team are submitting as part of this project initiation. Members must also declare any IPR interests associated with any contribution during the execution of the project.

Do you or any contributing member wish to declare any IPR interests associated with this proposal? Yes / No

If yes, give details:

Optional fields

Linkage with other projects

Industry liaisons

Linkage to TM Forum strategic plan

Marketing information including web page content

Supporting attachments (uploads) – this should include any existing contribution(s)

Responsible Program Manager

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted CTO, Catalyst Director, Product Management

Informed (could be based on optional fields)

Owner

Name Description Type
Program Management Role


1.3   Complete project proposal form 

The initiator completes the online submission form and the proposed online project plan

Owner

Name Description Type
Submitter Individual responsible for submitting the project proposal Role


1.4   CTO Review 

On completion the Submitter 'presses the submit button'.  If the submission is for a non-Catalyst project CTO is notified of the project proposal submission.

The CTO has sole responsibility for reviewing project submissions. On completion of the submission form, the Submitter 'presses the submit button' and the CTO is notified of the project proposal submission. The CTO accesses the proposal and project plan online.

The CTO evaluates the proposal against the following criteria (examples):

Does the project support the TM Forum strategy?

Is the proposal already covered by an existing team?

Will the project deliver real benefits to the membership / industry?

Does the project have a reasonable chance of success?

Are the deliverables appropriate for the project?

Are the proposed deliverable dates appropriate?

Will the cost to the TM Forum justify the project?

The CTO may refer to the TPC, Technical Committee or other for guidance if they feel that they need further guidance.

Responsible CTO

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted Technical Committee, TPC

Informed Product Management, Program Management


1.5   Approval 

Following the review, the Approver (CTO or Catalyst Director) will then approve or reject the proposal. The result of the review will be emailed to the Submitter.

The submission will then either transition to an approved project or will be rejected. The Submitter will be informed via email and in the case of a rejection, the reason will be provided. If rejected the Submitter may modify their proposal based on the rejection reason and re-submit for approval.

If, after consultation with the Approver, the submitter feels that the rejection is unjustified, they may appeal to the TM Forum Technical Committee. (I put this in to stop members going direct to the board as has happened in the past)

Responsible CTO or Catalyst Director as appropriate

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted

Informed Submitter, Product Management, Program Management

Owner

Name Description Type
CTO Review An email is sent to the CTO notifying them of the new project proposal and a link to the online charter Role
Director of Catalyst Program Role

Incoming Links

Name Description Link Label
CTO Review An email is sent to the CTO notifying them of the new project proposal and a link to the online charter
CTO notified The CTO is notified of the new project proposal
Director of Catalyst Program

Outgoing Links

Name Description Decision
Approved Project The approved submission is made public as an approved project charter Approved
Submitter Individual responsible for submitting the project proposal Reject (email)
Archive Deliverable Rejected or out of date material is archieved on the system. Rejected


1.6   Approved Project 

Once the submission is approved the development environment needs to be established to support the project. If not already done so, the following actions are taken:

A web community is established

An email exploder is created

Appropriate repositories are created on either SourceForge or CWS

The project is added to the list of projects on the Collaboration web page

If appropriate a project web page is created

The team leader is invited to join the TPC

The Technical Committee and TPC are notified of the new project

Program Management start to monitor the project against the project plan and the deliverables are rolled up into the high level project plan and the Collaboration Program roadmap.

Responsible Program Management

Accountable V.P. Member Collaboration

Support SourceForge Support, Web Support, IT Support

Consulted Submitter

Informed Product Management, Technical Committee, TPC

Owner

Name Description Type
Program Management Role


1.7   Approved Project Charter 

The project proposal now becomes an approved charter further processing will be necessary including copying the charter to the project’s own area of SourceForge.

The project charter must be updated whenever a team changes the scope of the project. It must be re-submitted every six months.

Responsible Program Management

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted

Informed Membership ??

Owner

Name Description Type
Program Management Role


1.8   Project plan 

The project plan is a key input to the overall TM Forum program management and product roadmap.

The project plan is held online in the project work area (CWS or SF) and maintained by the project team. It is monitored by Program Management and linked into the high level Collaboration Program program view and roadmap.

Responsible Project Team

Accountable V.P. Member Collaboration

Support Program Management

Consulted Program Management

Informed Product Management, Technical Committee, TPC

Owner

Name Description Type
Project Team Group


1.9   End Project Approval process 

If the project has been approved it then enters the development phase.

If rejected the team may modify their proposal and resubmit or disband

Responsible Project Team

Accountable V.P. Member Collaboration

Support

Consulted

Informed

Owner

Name Description Type
Project Team Group


1.10   Program Management 

The TM Forum central Program Management function monitors all projects against their milestones and provides a complete view of all projects and roadmaps.


1.11   Technical Program Council 

The TPC consists of representatives of all of the active project teams. Most projects are represented by the project leader


1.12   Technical Committee 

The chief duties of this committee are to develop the technical strategy for the TMF collaboration program. It also provides advice and guidance to the board, participates in the review and approval of project charters and documents as well as input to the Strategic Operating Plan.


1.13   The Membership 

The great and vast mass which makes up the communications industry.


1.14   Submitter 

Individual responsible for submitting the project proposal and may also be the project leader.


1.15   Director of Catalyst Program 

The Catalyst Director has sole responsibility for reviewing Catalyst project submissions. On completion of the submission form, the Submitter 'presses the submit button' and the Catalyst Director is notified of the project proposal submission. They access the proposal and project plan online.

The Catalyst Director evaluates the proposal against the following criteria (examples):

Does the project support the TM Forum strategy?

Is the proposal already covered by an existing team?

Will the project deliver real benefits to the membership / industry?

Does the project have a reasonable chance of success?

Are the deliverables appropriate for the project?

Are the proposed deliverable dates appropriate?

Will the cost to the TM Forum justify the project?

The director may refer to the TPC, Technical Committee or other for guidance if they feel that they need further guidance.

Responsible Catalyst Program Director

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted Technical Committee, TPC

Informed Product Management, Program Management


1.16   Catalyst Project? 

Incoming Links

Name Description Link Label
Complete project proposal form Initiator completes the online project proposal form

Outgoing Links

Name Description Decision
Director of Catalyst Program Yes - email Catalyst Directror
CTO Review An email is sent to the CTO notifying them of the new project proposal and a link to the online charter email CTO


1.17   Project submission criteria 

This online document describes the criteria necessary to submit a proposal for approval. The document provides pre-submission guidance for the submitter and also provides a set of requirements for the SourceForge online form and workflow.

Responsible V.P. Member Collaboration

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted CTO, Catalyst Director, Product Management, Program Management

Informed

Owner

Name Description Type
SVP Member Collaboration Role


1.18   Project plan template 

The project plan template defines the mandatory project plan information that must accompany a project submission. It provides pre-submission guidance to the Submitter and the requirements for the SourceForge online project plan. The submitter must create an online project plan from this template to accompany the project submission. The plan will include the following:

Project submission date (auto generated with submission date)

Project approval date (default $TODAY plus 7 days)

Deliverable submit for approval date for each deliverable

Responsible Program Management

Accountable V.P. Member Collaboration

Support SourceForge Support

Consulted Product Management

Informed CTO, Catalyst Director


1.19   Project plan 

The project plan is a key input to the overall TM Forum program management and product roadmap.

The project plan is held online in the project work area (CWS or SF) and maintained by the project team. It is monitored by Program Management and linked into the high level Collaboration Program program view and roadmap.

Responsible Project Team

Accountable V.P. Member Collaboration

Support Program Management

Consulted Program Management

Informed Product Management, Technical Committee, TPC

Owner

Name Description Type
Project Team Group