Project Management Institute AZ Project of the Year (AZPOY) … · 2019-11-29 · Project Management Institute – AZ Project of the Year (AZPOY) Nomination Submission Page 4 of 18

Project Management Institute

– AZ Project of the Year (AZPOY)

Nomination Submission

Cactus Water Safety Council (CWSC) –

Visualization of Climate & Biological

Monitoring Project

Created By: Vicky Vale

Original Date Prepared: 12/16/20XX

Revision Date: 01/22/20XX

Project Management Institute –

AZ Project of the Year (AZPOY) Nomination Submission

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Table of Contents

REVISION HISTORY .................................................................................................................................. 3

INTRODUCTION/SUMMARY ................................................................................................................... 3

Cactus Water Safety Council (CWSC) Background ................................................................................. 3

Project Overview - Visualization of Climate & Biological Monitoring ................................................... 3

River Monitoring Solution ........................................................................................................................ 4

River Monitoring Solution Walk-Thru (High-Level) ............................................................................... 5

PMI AZPOY Project of the Year Award Nomination .............................................................................. 5

BENEFITS/VALUE ..................................................................................................................................... 6

SCHEDULE .................................................................................................................................................. 9

COST .......................................................................................................................................................... 10

SCOPE ........................................................................................................................................................ 11

STAKEHOLDERS & COMMUNICATION ............................................................................................. 13

RISK ........................................................................................................................................................... 14

PROJECT CHANGE MANAGEMENT .................................................................................................... 15

LESSONS LEARNED ................................................................................................................................ 16

PMI Contact Information Form .................................................................................................................. 17

AZPOY Permissions and Release Form ..................................................................................................... 18



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REVISION HISTORY

Revision Date Author Summary of Change(s)

12/16/20XX Vicky Vale Document Creation

12/19/20XX Vicky Vale Initial Draft Complete

12/20/20XX Alfred PenAZworth Updated Draft Content – Hybrid Agile Methodology

12/20/20XX Vicky Vale Draft Complete – Submitted for Nomination Review

01/22/20XX Vicky Vale Updates Based on Reviews and Recommendations

01/29/20XX Vicky Vale Submitted Document as Application for PMI-POY

INTRODUCTION/SUMMARY

Cactus Water Safety Council (CWSC) Background

The Cactus Water Safety Council (CWSC), in collaboration with Fish and Game Commission

(Commission) and the Arizona Department of Fish and Wildlife (AZDFW), work together to set Marine

Protected Area (MPA) policies as well as implement and enforce respective MPA related regulations and

activities.

Marine Protected Areas (MPA) represent protected areas of seas, Rivers, estuaries or large lakes to which

human activity is restricted for the purposes of conservation and to protect natural or cultural resources.

The CWSC collects both Biological and Climate survey data from various data providers as far North as

Alaska and as far South as Baja Arizona along the Pacific Coastline and needs an analytics solution that

can correlate the MPA related insights across this data.

This solution will facilitate the efforts of the CWSC, Commission, and AZDFW to adaptively manage,

evaluate, and assess that program activities are in alignment and achieving the goals of the MPA

Monitoring Action Plan (Action Plan) in alignment to the Marine Protection Act (MLPA).

Project Overview - Visualization of Climate & Biological Monitoring

The Arizona Natural Resources Agency (AZNRA) and its associated organizations (Arizona Cactus

Water Safety Council, the Arizona Department of Fish and Wildlife, and Arizona Department of Water

Resources) have contracted with Acme Chemicals to develop a modernized Marine and River Science

Data Eco-system, which includes Big Data analytics capabilities and capacity, and Open-Data publication

capabilities.

Visualization of Climate & Biological Monitoring represented one of several projects over a two-year

period with the intent to improve CWSC’s data analytical and publishing capabilities by leveraging the

agencies Analytical Data Platform (ADP) and Open-Data Platform (ODP) technologies. This project

developed an River Monitoring data analytics solution for the Arizona Cactus Water Safety Council

(CWSC) which focused on enhancing data collection efforts, modernizing collection methods, allowing

for high-performance data analysis, and providing the ability to publish data and analytical information

for public consumption.



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River Monitoring Solution

Acme Chemicals and the Cactus Water Safety Council (CWSC) collaborated in Use Case Definition

working sessions to define the capability needs of the River Monitoring data analytics solutions. These

functional and technical discussions resulted in five (5) high-level requirements for the Visualization of

Climate & Biological Monitoring project (see Table 1, below). These capabilities will provide the CWSC

with an analytics solution where users can Add, Edit, View and Analyze both Biological and Climate

survey results data. CWSC and its authenticated Data Providers and public Data Consumers will also be

able to assess gaps in monitoring (along the Pacific Coastline) using the River Monitoring solution

regardless of their technical or non-technical abilities respective to data analytics.

Table 1 - Visualization of Climate & Biological Monitoring Requirements

Requirement

#

Functional Capability Functional (User Case) Description

(Benefits / Value)

FC-1 Create a Single View of both

Biological and Climate Survey Data

in One Geospatial Map.

Users will have the capability within River

Monitoring data analytics solutions to view

survey results data from both Climate and

Biological monitoring assets in a single

geospatial map view.

Additionally, users will be able to view (in the

solution) Climate or Biological Monitoring

Asset analytical data in the form of graphs,

charts, and tables from a customized dashboard

using Tableau as the visualization tool.

FC-2 Provide the Capability to Upload

New Survey Results to a Cactus

Water Safety Council (CWSC) Data

Repository.

Users will have the technical and functional

capabilities within the River Monitoring data

analytics solutions to Upload new Biological

and Climate survey data results to an analytical

data repository either as single upload or batch

upload. Once ingested and per FC-1 (described

above), users will be able to see these results

via single geospatial map, tabular, or dashboard

views.

FC-3 Provide the Capability to Edit Stored

Survey Results.

Authenticated users of the River Monitoring

data analytics solutions will have the capability

to Edit Biological and Climate survey data for

which they are project owners of. This

requirement provides owners (of the data) the

means to address and resolve errors in the

survey data.

FC-4 Provide the capability to Filter Data

from the Single View

(Visualization).

Users of the River Monitoring data analytics

solutions will have the ability to Filter the

Biological and Climate survey data on the

single map view as well as on the analytics

view to focus and drive value/insights on just

what is most important to them.

FC-5 Provide the Capability to Download

Survey Results

Users of the River Monitoring data analytics

solutions will be able to Download Biological



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Requirement

#

Functional Capability Functional (User Case) Description

(Benefits / Value)

and Climate survey data from the single map

view and analytics view.

River Monitoring Solution Walk-Thru (High-Level)

Biological or Climate Data Providers or Data Consumers can log into the River Monitoring data analytics

solution (https://Rivermonitoring.AzNRA.ca.gov/) and can either navigate to a Geospatial or Analytical

Dashboard view.

The Geospatial view will provide users survey results with a map overlay based on the latitude and

longitude coordinates of the data. From here, users can change the map overlay type, select a specific

survey point for detailed results, apply filters, add/remove layers, etc. Authenticated Biological or

Climate Data Providers can upload new survey data and/or edit existing survey data.

The Analytical Dashboard view provides users with survey results where analytics have been applied and

are displayed via map views, heat maps, histograms, pie charts, etc. These results can be filtered aAZ

number of ways and then viewed via a tabular visual within the tool/solution.

For both views, users can download the entire set of data or only the data for which they have applied

filters.

PMI AZPOY Project of the Year Award Nomination

List below are the top three reasons why the Visualization of Climate & Biological Monitoring project

should be selected to receive the PMI AZPOY Project of the Year Award.

Table 2 – PMI AZPOY Project of the Year Award Nomination

# Factor PMI AZPOY Project of the Year Award Nomination

1 Methodology and

Process

Project established and adhered to PMBOK specific Methodologies and

Processes.

2 Innovation The innovations of creating an analytics solution for this organization is

one that can and will continue to be leveraged and expanded upon.

Specifically, this solution provides users with the ability to view Survey

data Geographical and Spatial mapping as well as the ability to drill-down

into data from the mapped survey data they are viewing.

3 Value The River Monitoring data analytics solution will positively impact users

of the agency’s ecosystem. Listed below is the value the Cactus Water

Safety Council (CWSC) has achieved by implementing this solution and

making it accessible to both its authenticated users as well as the public.

enhances data collection efforts;

modernizes collection methods;

allows for high-performance data analysis; and,

provides the ability to publish data and analytical information for public

consumption.

https://oceanmonitoring.cnra.ca.gov/



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BENEFITS/VALUE

As noted in the Project Overview - Visualization of Climate & Biological Monitoring and River

Monitoring Solution sections, the River Monitoring data analytics solutions will provide CWSC with the

capabilities to combine and correlate Survey Data across both Biological and Client Data Providers. With

this capability CWSC, the Commission, and AZDFW will be able to derive analytical insights based on

current information to adaptively manage policies and implement enforcement activities which are in

alignment to achieving the goals defined in the MPA Monitoring Action Plan (Action Plan). The analytics

solution also allows CWSC to understand the impact of changes in chemical parameters on the biological

species and vice-versa.

To understand the positive benefits/value this project will have on CWSC Data Provider and Data

Consumer users, please refer to Table 1 - Visualization of Climate & Biological Monitoring

Requirements, below.

Table 3 - Visualization of Climate & Biological Monitoring Benefits and Values

Benefit Value

Single View of both Biological and Climate

Survey Data in One Geospatial Map.

Users will have the capability within River

Monitoring data analytics solutions to view survey

results data from both Climate and Biological

monitoring assets in a single geospatial map view

Additionally, users will be able to view (in the

solution) Climate or Biological Monitoring Asset

analytical data in the form of graphs, charts, and tables

from a customized dashboard using Tableau as the

visualization tool.

Capability to Upload New Survey Results

to an Cactus Water Safety Council

(CWSC) Data Repository.

Users will have the technical and functional

capabilities within the River Monitoring data analytics

solutions to Upload new Biological and Climate

survey data results to an analytical data repository

either as single upload or batch upload. Once ingested

and per FC-1 (described above), users will be able to

see these results via single geospatial map, tabular, or

dashboard views.

Capability to Edit Stored Survey Results. Authenticated users of the River Monitoring data

analytics solutions will have the capability to Edit

Biological and Climate survey data for which they are

project owners of. This requirement provides owners

(of the data) the means to address and resolve errors in

the survey data.

Capability to Filter Data from the Single

View (Visualization).

Users of the River Monitoring data analytics solutions

will have the ability to Filter the Biological and

Climate survey data on the single map view as well as

on the analytics view to focus and drive value/insights

on just what is most important to them.

Capability to Download Survey Results Users of the River Monitoring data analytics solutions

will be able to Download Biological and Climate

survey data from the single map view and analytics



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Benefit Value

view.

Figure 1 – Single View of both Biological and Climate Survey with access to Data in One Geospatial Map

Figure 2(a & b) – Analytical View of Climate Data in One Chart with the ability to Filter and/or Drill-Down

as well as the ability to Download the presented/filtered Dataset



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Figure 3 – View Where Users Can Edit Uploaded Survey Data

Figure 4 – View Where Admin can manage the access and users of the analytics solution



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SCHEDULE

Microsoft Project Professional 2013 was the tool used to develop and manage the activities respective to

the Visualization of Climate & Biological Monitoring project. See Table 4 – Project Schedule, below, for

the list of Planned and Sequenced Activities for this project.

Table 4 – Project Schedule

Acme Chemicals chose the Hybrid Agile methodology with respect to implementing the project

management framework for this project. Challenges (or Risks) to the project schedule for which the team

had to overcome are described in Table 5 – Schedule Management Challenges, below.

Table 5 – Schedule Management Challenges

# Type Schedule Complexity / Impact

1 Matrix Organization CWSC Stakeholders and Subject Matter Experts (SME) had

maAZ projects aside from the Visualization of Climate &

Biological Monitoring project for which the Acme Chemicals

team relied on to execute and complete dependent activities.

2 Stakeholder Transitioned A Key Stakeholder and advocate rolled off the project approx.

one month in the project. CWSC management, understanding the

value of the project, quickly appointed another Project Manager

as the lead.

3 Scope Management/Control During Beta-Testing (i.e., User Acceptance Testing), testers

needed to understand what the solutions requirements were, so

they understood the difference between a Defect and an

Enhancement (request).



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COST

Figure 5 - Project Cost Process

Table 6 - Project Cost Process Descriptions

Cost Process Cost Description(s)

Reviewed Client Request Prior to the start of the Visualization of Climate & Biological

Monitoring project the Acme Chemicals team Reviewed the Client

Request to determine what was needed (as inputs to the cost

estimate) to complete the project.

Created Estimate Using the information from the Review, Acme Chemicals then

summarized and presented the estimated costs to the CWSC client

for review and approval. The Cost Summary included costs,

resources, assumptions, constraints, risks, etc. need to complete the

project.

Confirmed Scope Once the project was approved, the Acme Chemicals and CWSC

team collaborated in working sessions to review the requirements of

the and define the scope for Visualization of Climate & Biological

Monitoring project (see Table 1 - Visualization of Climate & Biological

Monitoring Requirements).

Confirmed Estimate to

Detailed Requirements

Based on the constraints and assumptions defined in the Cost

Summary the Acme Chemicals team then confirmed the estimate

created and the Cost Summary approved by the CWSC client was in

alignment with the confirmed scope (as a output of the Use Case

Definition working sessions.

Allocated Costs to Activities Confirmed estimates were the allocated to the Schedule activities

and the respective resources assigned to these activities with a

resource loaded schedule as a result.

Controlled Costs The project used forecasting, earned vs. burned and used these to

compare against the plan (i.e., Earned Value (EV)) to assess variance

and develop mitigation strategies when variances resulted in a

schedule impact.

Reviewed Client

Request

Created Estimate (Prior to

Project Start)

Confirmed Scope

Confirmed Estimate to

Detailed Requirements

Allocated Costs to Activities

Contolled Costs



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SCOPE

Figure 6 - Systems Development Lifecycle (SDLC)

As noted within the Schedule section, Acme Chemicals chose the Hybrid Agile methodology with respect

to implementing the project management framework for this project. The System Development Lifecycle

(SDLC) is depicted in Figure 6 above with SDLC Phases described in Table 7, below.

Table 7 - SDLC Descriptions

PHASE FUNCTIONS

Project Planning and Management

Collaboratively worked with CWSC Management to define the objectives (i.e., high level Functional and/or Technical Capabilities) of the project.

Project Planning and Management

Initial Capacity Planning

Logical Project Plan Development

Analysis and Requirements

Using the UCD, Acme Chemicals Business Analysts defined low level detailed requirements with traceability to each of the Functional and/or Technical Capabilities. Once these detailed requirements were confirmed by the Client the Acme Chemicals team then created the following:

Functional Requirements Specification (FRS) document (i.e., Functional Design) – Approved by CWSC; and,

Requirements Transability Matrix (RTM).

Business Requirements Collection

Business Requirements Analysis

Analysis and Requirements

Technical Team Engagement

Technical Requirements Analysis

Initial Capacity Plan Creation



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PHASE FUNCTIONS

Technical Design and Development

Using the Functional Requirements Specification (FRS) document, as an output from the Detailed Design phase, the development team created Technical Requirements Specification (FRS) document to be used for the development, unit, and integration testing efforts.

Define software architecture

Design solutions

Design logical data model

Design physical model

Prepare for coding and unit testing

Develop code

Conduct unit test

Solutions Testing

Using the Functional Requirements Specification (FRS) document, as an output from the Detailed Design phase, the system test team created Functional Test Scripts to be used during the testing effort. The Acme Chemicals team, prior to Beta Testing (or User Acceptance Test), provided the CWSC Beta Test users with an overview of the River Monitoring solution. During the same meeting, the CWSC management team provided these users with an overview of the User Case Definitions (UCD) as input into their testing efforts.

Define test approach

Create test plan

Create test cases

Set-up test environments

Perform integration product test, performance test, and UAT

Verify Integration Testing

Operate and Support UAT

Solutions Documentation Create Functional Requirement Specification

Create Technical Design Documents

Create Requirement Traceability Matrix

Create solution user guides

Knowledge Transfer Identifying roles

Developing an overall Knowledge Transfer Plan

Monitoring and reporting on knowledge transfer activities

Devising knowledge transfer strategies

“Go-Live” Readiness Establish implementation approach

Create implementation plan and support procedures

Manage implementation

Develop Detail Cut-over Schedule

Obtain Approval to ‘Go-Live’ and Deploy the Solution



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STAKEHOLDERS & COMMUNICATION

The Visualization of Climate & Biological Monitoring project was a small with approx. 5 client

stakeholders; however, identifying who to communicate to and how to communicate was important to

executing to the project objectives (i.e., scope).

Table 8 – Project Stakeholders/Client

Stakeholder Stakeholder Role

Bruce Wayne (AZNRA) Project Sponsor

Tim Drake Project Manager Transitioned to Richard Grayson (below)

Richard Grayson Project Manager and Biological Subject Matter Expert (SME)

Selina Kyle Climate Subject Matter Expert (SME) Transitioned to

Whitney Berry (below)

Barry Allen Climate Subject Matter Expert (SME)

Testers (approx. 40) Beta/User Acceptance Testers

Table 9 – Acme Chemicals System Integration Team

Stakeholder Stakeholder Role

Vicky Vale Senior Project Manager

Alfred PenAZworth Senior Technical Lead

Hal Jordan Technical Lead

Lois Lane Business Solutions Analyst

Clark Kent Business Solutions Analyst

John Stewart Digital Performance Analyst

The Tools for Communication included:

Project Kick-Off Meeting;

Meeting Agenda’s;

Meeting Minutes;

Status Reports (incl. Action Items, Risk, and Issue Identification and/or Mitigations);

Change Requests; and/or,

Demonstrations.



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RISK

Understand the Risk section as challenges to the schedule, listed below, in Table 10 – Project Risks, are

the project identified risks which include the risk mitigation strategies executed by the Acme Chemicals

team.

Table 10 – Project Risks

# Risk Risk Mitigation Strategies

1 Matrix Organization

Risk: Assigned CWSC personnel challenged to

meet project timelines due to competing priorities.

CWSC Stakeholders and Subject Matter Experts

(SME) had maAZ projects aside from the

Visualization of Climate & Biological Monitoring

project for which the Acme Chemicals team relied

on to execute and complete dependent activities.

Scheduled recurring meetings with client

Sent meeting expectations (i.e., agenda and

action items) in advance of meetings.

Batch questions to use time effectively.

Sent Meeting Minutes (with Action Items)

after each meeting.

2 Stakeholder Transitioned

Risk: Transitions of Key Stakeholders impacting

projects (activities) progress.

Key Stakeholders and advocates of the solution

rolled off the project approx. one month in the

project.

CWSC management, understanding the value of

the project, quickly appointed and supported

another Project Manager as the lead of the

project.

3 Scope Management/Control

Risk: Increased scope without requirements to

support work (effort).

During Beta-Testing (i.e., User Acceptance

Testing), testers needed to understand what the

solutions requirements were, so they understood

the difference between a Defect and an

Enhancement (request).

Scheduled Kick-Off meeting with the

testers prior to the Beta-Testing starting to

explain and provide a walk-thru of the

solution and the respective requirements.

Assessed each Issue and then categorized as

either a Defect or an Enhancement.



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PROJECT CHANGE MANAGEMENT

Two key changes, managed by the Project Change Control Process (below), occurred on the Visualization

of Climate & Biological Monitoring project with respect to Schedule and Scope (see Table 11 – Key

Project Changes below)

Figure 7 - Project Change Control Process

Table 11 – Key Project Changes

Change Area Change Event Positive Impact to Project

Schedule Due to competing priorities of

CWSC Beta-Testers and to make

certain CWSC users had the

opportunity to participate in the

testing of this solution, the CWSC

management team requested that

Acme Chemicals extend the duration

of the project by approx. 1 month.

Recognizing the importance of user

feedback to the River Monitoring data

analytics solutions as well as the

challenging and competing schedules for

these users, The CWSC management

identified the need for a change to the

schedule early into the project.

This change made certain that the council

(i.e., CWSC) received the necessary review

and feedback to make the River Monitoring

solution a success.

Scope During the CWSC Beta Testing,

both Acme Chemicals and the Beta-

Tester identified Enhancements to

the River Monitoring solution

representing scope not defined in the

Functional Requirement

Specifications (FRS) document and

Approved by the POC.

Without impacting either Scope, Schedule,

or Cost, approx. 40% of the requested

enhancements were able to be implemented

and deployed to the solution only after

approvals via the Change Control Process.

The enhancement improved the solution by:

Identifying or removing required

fields when Editing survey data;

Providing the CWSC with the

capability to Create Users;

Providing Data Providers with the

Ability to delegate Project Owners

for the Upload capability; and,

Providing User (in general) the

capability to Reset (their) Password.

Identify Change Assess Impact

to Scope, Schedule, Cost

Submit Impact Assessment to

Client

Receive Feedback or

Approval

Update Respective

Deliverables



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LESSONS LEARNED

Listed below (in Table 12 - Lessons Learned) are lessons learned from the Visualization of Climate &

Biological Monitoring project that were effectively integrated into the project.

Table 12 - Lessons Learned

Lessons Learned Importance and Integration into

Project

Contribution to Project

During the Project Kick-Off

meeting key stakeholders ask

the Acme Chemicals team for

the CWSC assignments and

schedule over the lifecycle of

the project. What Acme

Chemicals did not understand

was that CWSC is a Matrix

Organization and the

resources assigned to this

project were also assigned to

other projects and day-to-day

activities.

The knowledge that the Acme

Chemicals team should not have

assumed that CWSC would be 100%

allocated to the project was key

lesson learned.

The results were an approved project

schedule (provided to the client) but

also scheduled meetings (in advance)

with CWSC dependent resources so

they could manage their schedules

respectively and the Acme

Chemicals team could manage

project activities (and the schedule

overall).

The contribution to the project

was the level-setting

expectations that Acme

Chemicals would need to

execute and manage client

dependent activities around

their respective schedules and

identify mitigation strategies

when necessary.



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PMI Contact Information Form

This document does not count toward the page count maximum.

Table 13 – PMI Contact Information

Project Name: (Write exactly as it should appear on the award if the nomination

wins)

Marine and River Science Data Eco-System

Services - Iteration 1: Visualization of Climate &

Biological Monitoring

Project Location(s): (City, State, Country)

1416 Ninth Street

Cactus, AZ 95814

Project Budget: Budget: $1,500,000 (May 21, 20XX thru May

20, 2020)

Project: $450,000 for Iteration 1 (Sept. 20XX –

Dec.20XX)

Project Completion Date: 12/31/20XX

Lead Nominator: (the key contact for the nomination package)

Name/Title: Tim Drake (Senior Technical Lead)

Organization Name: Acme Chemicals

Preferred Phone: (555)557-4982

Preferred Email: tdrake@Acme Chemicals.com

Project Manager:

Name/Title: Richard Grayson (Senior Project Manager)



Preferred Email: rgrayson@Acme Chemicals.com

Project Sponsor:

Name/Title: Bruce Wayne (Agency Chief Information Officer)

Organization Name: Arizona Natural Resources Agency (AZNRA)


Preferred Email: [email protected]

Person who will provide publicity assistance to PMI AZPOY Name/Title:

Name/Title: Vicki Vale



Preferred Email: keith.a.salas@Acme Chemicals.com

I, THE UNDERSIGNED, acting as the Lead Nominator, confirm that I have read the “Submission

Guidelines” (pages 1 to 3).

Signature: ____ Signature ___

Date: ______XX/XX/XXXX__________

Print Name: _____________Printed Name_________________________________________



Page 18 of 18

AZPOY Permissions and Release Form

This document does not count toward the page count maximum.

Permissions

Applicant must agree that:

All necessary clearances, releases and permissions needed for public release of all submitted

materials will be obtained in writing from the organization and those involved in project

where relevant.

Expenses will neither be reimbursed for assembling the nomination package nor for aAZ

presentation materials that may need to be created should the project be selected as the

winner.

If a research or development project (or a significant phase of the project) contains

proprietary or confidential, technical or commercial information, the nominator should

disclose that fact. There can be no restrictions on the use of the submitted information after

the final date of submission.

Release

Applicant must agree that:

I understand that the contents of this entry become the property of AZPOY, PMI Phoenix and

PMI Tucson; and will not be returned.

AZPOY shall have the right to photograph and publicize projects, finalists and award winners

through printed and electronic means, including printed advertising and on social media.

Entries are submitted without compensation, real or implied, and without claim by nominees

against the PMI Phoenix, PMI Tucson, PMI Global, AZPOY or its staff or individual PMI

members.

All information provided in this application is true and accurate to the best of my knowledge and

I understand that AZPOY reserves the right to verify submission accuracy.

I, THE UNDERSIGNED, acting as the Lead Nominator, confirm that I have read the above terms and

agree to them.

Signature: _____Signature______________________ Date: ___XX/XX/XXXX___________

Print Name: _____Printed Name______________________________________________