Document 1.pdf

[Business Requirements - Project Management Process and System Implementation]

1.
Version History ............................................................................................................................... 2
2.
Document Approvals and Signoff ................................................................................................. 2
3.
Background and Context ............................................................................................................... 3
4.
Process Overview ........................................................................................................................... 4
5.
System Overview ............................................................................................................................ 6
6.
Ongoing Process Participants ...................................................................................................... 7
7.
Project / Change Request Process Participants ......................................................................... 7
8.
High Level Business Requirements ............................................................................................. 8
Business Requirement Priority & Status Definitions .................................................................................... 8
Complete & Submit Request for Project ...................................................................................................... 8
Prioritize Projects ....................................................................................................................................... 10
Set Up Project ............................................................................................................................................ 14
Manage Project .......................................................................................................................................... 17
Report on Project ....................................................................................................................................... 19
Report on Project Portfolio / Program ........................................................................................................ 21
Maintain Static Data (Project Related) ....................................................................................................... 26
Close Project .............................................................................................................................................. 27
Procure to Pay ........................................................................................................................................... 29
10. Appendix ........................................................................................................................................ 31
1.
Prioritization Matrix ............................................................................................................................ 31
2.
Accenture Prioritization and Integrated Planning - Executive Summary inc. recommendations ...... 34

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[Business Requirements - Project Management Process and System Implementation]
1. Version History

Version
Date
Person
Changes Made
0.1
29/01/2024

Initial document
1.0
16/02/2024

Baseline document for Vendor selection

2. Document Approvals and Signoff

Name
Role
Approve / Review
Date

Head of Technology
Approve
16/2/2024

PMO Lead
Approve
16/2/2024

Project Manager
Review
2/2/2024

Technology
Consulted
5/2/2024
Operations Manager

Senior Program
Review
2/2/2024
Manager

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[Business Requirements - Project Management Process and System Implementation]
3.  Background and Context

At Housing Australia (HA), projects are not managed in a centralized system or via a defined
framework.
Some work internally has been done to set up Monday.com as the primary project management
system for tracking, reporting on progress, and resource management. Some of the requirements
outlined in this document may have been partially or fully completed. Additional work is required to
expand on what has been built and provide additional functionality such as reporting and workflow
management.
All work previously completed within Monday.com should be leveraged where possible.
Strategy & Operations (S&O)  has been the historical owner and gatekeeper of projects, in terms of
approving commencement of projects and management of projects from kick off to close, however
this function has recently moved to IT for IT related projects, with non-IT related projects remaining
with S&O.
As HA grows over the next few years with additional work and increased staffing, a requirement to a
have standard, systemized approach to project management is required to allow for better project
prioritization and efficiency in running projects is needed to be established in the short term.
It is envisaged that all projects should be captured within a single system to enable a single source
of truth for reporting. This includes technology projects (run by I.T.), process improvement projects
(run by the business) or projects run by external vendors and overseen and tracked by HA.
In addition to the work completed internally, Accenture were engaged in late 2023 to provide
recommendations on ways to improve project delivery and governance and reduce project risk.
These findings are included in this document.

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[Business Requirements - Project Management Process and System Implementation]
At a high level, below are the primary roles involved at each stage of the project management
process at HA:

Sub Process
Roles Involved
Complete and Submit Project
Business Representative
Request
Business Manager
Financial Approver (if applicable)
Prioritise Projects
Project Manager
PMO Lead
IT Program Manager
Financial Approver
Set Up project
Project Manager
Business Analyst
PMO Lead
Manage Project
Business Analyst
Other Project Resources
Project Manager
Report on Project
Project Manager
Business Analyst
PMO Lead
IT Program Manager
Report on Project Program
PMO Lead
IT Program Manager
Maintain Static Data
PMO Lead
Close Project
Project Manager
Business Analyst
PMO Lead
Procure to Pay
Project Manager
PMO Lead
IT Program Manager
Finance
System Support
I.T. Helpdesk / Application Support

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[Business Requirements - Project Management Process and System Implementation]
5.  System Overview

In current BAU processes, request forms are located within Microsoft Dynamics 365 (D365). It is
intended to continue with this standardized approach and system location for project request form
creation and submission.
Once a project request form has been submitted, it is intended for all project request form data
submitted via D365 to be consumed by Monday.com for project prioritization, project management
(of approved projects) and project / program reporting.
Possible system linkages have been identified with the following bespoke systems:
1.  DevOps – HA’s backlog and sprint tracking tool for IT changes. Linking these items to larger
projects in Monday.com may be required to improve visibility and monitoring of completion of
DevOps tickets.
2.  SharePoint – HA’s document storage repository for all documents, including artefacts
created as part of a project’s lifecycle. Linking folder and file locations from SharePoint to
Monday.com may be required to allow for ease of access between aggregated project
reporting and detailed documentation.

DevOps
Link to Backlog / Inflight DevOps Items
D365
Project Initiation Request Form
Monday.com
Link to Project Documents
Sharepoint

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[Business Requirements - Project Management Process and System Implementation]
6.  Ongoing Process Participants
Role / Team
Expected Use
Examples of use
Project Requestor / Project
Report consumer
Project request listing
Request Approver /
Project prioritization listing
Financial Approver
Non prioritized, Inflight &
i.e. Business unit users,
upcoming project listing
Technology team users
Business Analyst
Editor
Update project data

Project Manager
Editor, report generator
Update project data
Report on project dashboard
PMO Lead
Editor, report generator
Report on project dashboard
IT Program Manager
Viewer, report generator,
Report on aggregated
Report consumer
program dashboard
Report on project dashboard
Board / Executive
Report consumer
View aggregated program
Committee
dashboard

View project dashboard
Finance
Report consumer

Procurement
Report consumer

Audit
Viewer, report consumer

Other project resources
Editor
Update tasks
I.T.
System Support

7.  Project / Change Request Process Participants
*A Change request project is concurrently underway. Follow up required
Role / Team
Expected Use
Examples
Project Requestor

Business Analyst

Project Manager

PMO Lead

IT Program Manager

Board / Executive

Committee

Finance

Procurement

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[Business Requirements - Project Management Process and System Implementation]
8.  High Level Business Requirements
Business Requirement Priority & Status Definitions
To assist with understanding work completed to date internally as well as how HA views the delivery
necessity of each of the requirements listed below, please refer to the matrix below.
A value has been added to each requirement.
Complete & Submit Request for Project

Req
As a
I want
So that
Assumptions &
Further Details
1.   Project
To initiate a project
An
Project request
Requestor
request
improvement I
forms to be
have identified
accessed and
can be
completed within
reviewed and if
D365
approved, be
completed
2.   Project
To review and approve
An
A project request
Request
project requests
improvement
must be approved
Approver
request is
prior to a project
verified as
going into the
being required
prioritization
and necessary
queue
by my business
unit
3.   Project
An approved project
So that any

Request
request to be
information I
Approver
automatically sent to
submit is
the project register
received by the
project
prioritization
team quickly
and without risk
of losing any
information I
have entered
4.   Project
A project request to be
A project
Soft approval? Do
Request
approved in principle
request is not
we reapprove
submitted for
following project
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[Business Requirements - Project Management Process and System Implementation]
Financial
regarding initial cost
prioritisation
prioritization and
Approver
estimates
when it will not
kick off?
have financial
backing by the
business
5. PMO Lead
To have a unique
I can trace a

identifier associated
project request
with each project
from the
request consistent with
original idea
how it is recorded in
through
other HA applications
prioritization
(systems)
and completion

Further Detail:
Above are screenshots of the D365 Project Request form and summary list of requests submitted.
It is assumed that D365 will continue to be the location of the Project Request form, along with other
business forms.
It is also assumed that most of the above requirements will be implemented by internal HA
technology / project resources. The exception being any possible integration between D365 and
Monday.com or manual workaround if not possible.

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[Business Requirements - Project Management Process and System Implementation]
Prioritize Projects

Req
As a
I want
So that
Assumptions &
Further Details
6.   PMO Lead
To automatically feed  I don’t have to
All options for
data from the
manually
integration need to
business’ project
transpose data  be provided so that
request form
into a separate  pro’s and con’s can
including unique ID
system (save
be documented and
into the system
time) and
a final decision can
reduce risk of
be made based on
missing key
both cost, time and
data entry
HA’s strategic
technology stack
directions
7.   PMO Lead
To be able to link a
Prioritization

project and project
and reporting
request back to a
can clearly
strategic objective or
identify
a goal
projects that
are delivering
on key
initiatives
being
requested at
Board or ExCo
level
8.   PMO Lead
To have the system
I don’t have to  Refer to
automatically
manually
Prioritization Matrix
calculate the project
calculate the
priority score based
prioritization
on a pre-approved
rating (time
prioritization matrix
saving) and
that will use data
reduce risk of
provided in the
incorrect data
project request form
entry
9.   PMO Lead
To capture benefits
A forecast of
E.g.: Time saving,
prior to
benefits can
cost saving, Return
commencement
be viewed and  on Investment /
reported on
Revenue Growth?,
which can
risk reduction,
inform
regulatory
strategic
compliance & a
decision
quantifiable value
making AND
(if applicable)
can be tracked
against the
actual benefit
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[Business Requirements - Project Management Process and System Implementation]
delivered at
project
completion
10.  PMO Lead
To produce a costing
Assist with

and efforts model
validating
information
required that is
used to
prioritise
project
requests
Further detail:

Above is the current Enterprise Workspace first layer menu layout in the Monday.com left sidebar.
Above is the Program High Level list view currently in use on Monday.com.
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[Business Requirements - Project Management Process and System Implementation]

Above is an example of a live project record in Monday.com.
Above is the Monday.com Prioritization Matrix currently under internal development.

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[Business Requirements - Project Management Process and System Implementation]
Above are examples of Accenture’s Cost and effort models. HA would want to identify the correct
location for these to be located i.e. Monday.com, D 365, other etc.

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[Business Requirements - Project Management Process and System Implementation]
Set Up Project

Req
As a
I want
So that
Assumptions &
Further Details
11   PMO Lead
To have a standard
We have a

base project
consistent
template able to be
project
generated by the
management
system each time a
process and
new project is
saves time
approved to
through
commence
automation
12   Project
To have a light
If there are
Optional:
Manager
project template
projects not
Dependent on
available for mini
fully managed
whether the major
projects that won’t
by HA PMO,
project template
need to follow the
only key data
information entered
full project lifecycle
fields are
can be reduced
required to be
The PMO should
entered,
determine the
allowing for
minimum set of
reporting of all  fields/data/information
projects that
to be reported on for
HA is involved  all projects.
in
13   Project
Basic project
Key
E.g.
Manager
management
information
Project Scope
predefined fields,
specific to my
categories and
project can be  Project Phases
functionality to be
viewed and
Tasks to complete
included in the base
allow for the
project template
project to run
Resources
efficiently
Cost / budget
Timelines (+ Gannt)
Baseline vs actual
time and cost
Progress tracking /
status
Effort to date
Effort remaining
Deadline
Predecessor tasks
Vendor Contract ID
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[Business Requirements - Project Management Process and System Implementation]

14   Project
To capture
It is known
Link to available
Manager
information about
who is
resources, resource
people such as
available to
capacity per project,
stakeholders and
allocate tasks
resource usage /
project resources
to and which
over-allocation,
stakeholders
resource vacancy
have been
Both internal and
engaged.
external resources
Both will allow  Stakeholders – define
for
how they would
aggregated
benefit from being in
reporting at
system…receiving
the portfolio
reporting?
level to track
usage of both
types
15   PMO Lead
To capture and
We can

record approvers of
demonstrate a
project phase gates
robust project
and artefacts
management
process that
complies with
necessary
approvals
before moving
to the next
project phase
16   PMO Lead
Link to Sharepoint
Documents

folder locations
Project
relating to a
Manager
specific
project can be
Business
easily
Analyst
accessed
17   PMO Lead
A two way link
Tickets raised
Optional (Can
between  Devops
Project
through
currently be done
tickets and the
Manager
Devops can
simply via hyperlinks.
project register
be monitored
We can explore
Business
system
through to
whether there is value
Analyst
completion
in full integration.)
and allow for
easier
prioritization
of items that
are not
currently in
flight though
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[Business Requirements - Project Management Process and System Implementation]
an approved
project
18   PMO Lead
Only project
So that

requests that have
projects are
been approved as
not stood up
part of the
without going
prioritisation process  through
to be converted to a
appropriate
live project
due diligence
19   PMO Lead
A Project Initiation
All

Document (page) to
stakeholders
be pre-populated
can at a high
level
understand
what the
project is
expected to
deliver
20   Project
To be able to set up
I can draft a

Manager
an ‘unapproved
project plan
project’ record
for large
projects (>250
days) which
can better
inform cost
and effort
estimates at
time of project
prioritsation

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[Business Requirements - Project Management Process and System Implementation]
Manage Project

Req
As a
I want
So that
Assumptions &
Further Details
21.  Project
To track projects

E.g. start budget,
Manager
financials
revised budget,
spend to date,
spend remaining,
22.  Project
To track project time

E.g. estimated
Manager
effort per activity,
total project effort,
estimated effort
remaining, due
dates, changes to
due dates
23.  Project
To track projects

E.g. Resources
Manager
resources
assigned, resource
availability,
resource usage,
resource leave,
resource vacancy
(at role level)
24.  Project
To track project

E.g. all tasks,
Manager
activities
completed,
remaining
25.  Project
To track project

Manager
milestones
26.  PMO Lead
To have visibility of

project assurance
(ability to confirm that
gates are passed)

27.  PMO Lead
To record and track
These can be

Risks, Assumptions,
reported on at
Issues,
a project or
Dependencies
program level
(RAID) and
escalation items
28.  Business
To be provided with
As an

Analyst
training on the
organisation,
system
Project
HA can be
Manager
self-sufficient
when it comes
PMO Lead
to making
minor
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[Business Requirements - Project Management Process and System Implementation]
modifications
to the system
29.  Project
To capture in-flight
We can report
E.g. time, cost,
benefit, scope
Manager
project change
on these and
requests
make

determinations
if additional
approvals are
required and if
the project still
remains viable
30.  Project
The system to
So that I don’t

Manager
automatically
have to
calculate and colour
manually
RAG status
complete this
31.  PMO Lead
A way to approve the  All

project to pass from
documentation
one phase or stage
has been
gate to the next
confirmed as
completed and
all governance
checks /
approvals
have been
performed

Further detail:

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[Business Requirements - Project Management Process and System Implementation]
Report on Project

Req
As a
I want
So that
Assumptions &
Further Details
32.  PMO Lead
To have access to
At the task

daily project
Project
level, the
(operational)
Manager
project team
reporting such as
has visibility
Kanban & Scrum
of
immediately
due tasks and
immediately
completed
tasks
33.  PMO Lead
To view a one page
I can easily
E.g.
Project
view on a project’s
see if the
Scope
Manager
status
project is
RAG status,
running
smoothly or if
What activities
issues
were worked on,
present, can
What activities are
immediately
we working on next,
commence
Risks,
issue
Issues,
resolution
Dates,
Resources,
Escalations,

34.  PMO Lead
Project records to be
If data is

Project
auditable, both in
changed in
Manager
terms of changes to
the system,
data (who, when)
we can
and completion of
identify when,
projects in
what the data
accordance with HA
was
policy and procedure
previously
and
determine if
updates are
needed to be
made.
And
I can also
easily provide
information to
auditors if
required
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[Business Requirements - Project Management Process and System Implementation]
35. PMO Lead
To be able to view
I can see
Or are we reliant on
Project
project information at when data
a report to be
Manager
a previous point in
may have
generated and
time
changed and
saved to be able to
what its
see this type of
previous
view?
values were

Further detail:
A
possible solution would be added and an additional tab at the top of each Monday.com Project Plan
that would display this summary view of the project. This can complement the ‘project management’
pages that currently exist to track dates and resources.

Above is the menu bar in Monday.com at the top of each Project Plan page.
Above is the example project initiative template suggested by Accenture

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[Business Requirements - Project Management Process and System Implementation]
Report on Project Portfolio / Program

Req
As a
I want
So that
Assumptions &
Further Details
36.  PMO Lead
To view and report on
I am able to

all project requests
report on
that have been
projects by
received by the
status
system
AND
AND
Inform
Filter and sort based
decisions on
on the following
whether
criteria
projects can
-  Not prioritized
be started or
-  Prioritized
kept on hold
-  Approved to
AND
commence but
-  Approved / On  How to
Hold
resource
-  In flight
projects (if
-  Completed
approved)
-  Rejected
37.  PMO Lead
To view and report a
An informed

comparison between
decision can
all prioritised project
be made on
requests
what projects
make sense
to start based
on
prioritization
score and
ranking
against other
project
requests
38.  PMO Lead
To view and report a
Board and
Inflight project list,
one page view across
CEO can be
RAG status,
the project portfolio
provided with
What activities
a summarized  were worked on,
view of all
projects
What activities are
we working on
next,
Risks,
Issues,
Dates,
Resources,
Escalations
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[Business Requirements - Project Management Process and System Implementation]
39.  PMO Lead
To view and report on
We can
Count
benefits estimates and  quantify the
Sum
actuals (and totals)
work
As applicable
across the project
completed by
based on
portfolio
our team and
quantifiable vs non
allow for
quantifiable
these benefits
to be reported
in board and
annual reports
40.  PMO Lead
To view and report on
Decisions on

Schedule
continuing a
(baseline schedule vs
project can be
actual schedule)
made
(baseline schedule +
AND
schedule variances vs
Decisions on
actual time)
resource
(revised schedule vs
management
baseline schedule)
can be made
e.g. increase
(schedule remaining
resources
effort)
41.  PMO Lead
To view and report on
Decisions on

Financials
continuing a
(baseline budget vs
project can be
actual spend)
made
(baseline budget +
AND
cost variances vs
Decisions on
actual spend)
vendor
(revised budget vs
management
baseline budget)
can be made
e.g. renew
(Estimate to complete
contract,
vs approved project
source new
budget amount ->
vendor
change request)
42.  PMO Lead
To report on Project
We can

Assurance across the
demonstrate a
project portfolio
robust project
management
process that
complies with
necessary
approvals
before moving
to the next
project phase
AND
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[Business Requirements - Project Management Process and System Implementation]
Identify if
approval
bottlenecks
exist with
certain
approvers
43.  PMO Lead
To view and report on
Better
E.g.
Financial insights
financial
run rate, predictive
based on data already
decisions can
analysis capability
entered at the project
be made on
level
vendor
engagement,
project timing,
resource
allocation, so
that we
deliver
projects in the
most cost-
effective way
44.  PMO Lead
To view and report on
We can make

Resource overuse
resourcing
decisions
such as hiring
additional
staff or
external
vendors
45.  PMO Lead
To view and report on
I can easily
Currently possible
risks, issues and
see from a
but licencing model
escalations across the
program view
and cost will
portfolio in a single
all of the
impact this
view
areas
decision
requiring
attention
46.  PMO Lead
The ability to schedule
Reports don’t
Or send report as
and send email
have be
PDF attachment
notification when
manually ran
via email
reports are available
which will
(Pretty sure
save time
functionality
already exists)
47.  PMO Lead
To have the ability to
In the event
Optional
export data to a third-
that deeper
For example: to
party reporting tool
analytics is
D365? Or is
required and
middleware
is not
required?
available in an
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[Business Requirements - Project Management Process and System Implementation]
out of the box
system
48.  PMO Lead
Project records to be
If data is

auditable, both in
changed in
terms of changes to
the system,
data (who, when) and
we can
completion of projects
identify when,
in accordance with HA
what the data
policy and procedure
was
previously
and determine
if updates are
needed to be
made.
And
I can also
easily provide
information to
auditors if
required
49.  PMO Lead
PIR and Lessons
I can identify

Learnt information to
repeated
be reported at the
issues or
portfolio level for
themes
completed projects
across
projects and
implement
solutions to
resolve
50.  PMO Lead
Reporting to show
Better

suggested delivery of
resource
projects over a
planning and
calendar year/s based
allocation can
on cost, time to
be made
complete
when deciding
which order
projects are to
be delivered

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[Business Requirements - Project Management Process and System Implementation]

Further detail:
Above is an example of the prioritization plan that could be generated based on time, cost,
objectives entered as part of the project request.

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[Business Requirements - Project Management Process and System Implementation]
Maintain Static Data (Project Related)

Req
As a
I want
So that
Assumptions &
Further Details
51.  PMO Lead
The ability to store
I have a
E.g.
resource details
standard list
Role type
of resources
Person (name)
to choose
from when
Charge Rate ($)
allocating
Resource capacity
against a
Remaining resource
project
capacity
AND
I can report
on internal
costs
associated
with HA
resources
52.  PMO Lead
To record strategic
I can visibly

objectives and goals
select and
link those
applicable
with a project
for reporting
purposes

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[Business Requirements - Project Management Process and System Implementation]
Close Project

Req
As a
I want
So that
Assumptions &
Further Details
53.  Project
To record a project
We can confirm

Manager
as being completed
compliance with
and provide
PM framework
validation that all
and ensure that
mandatory items
any missing
have been entered
information is
added to the
system
54.  Project
To keep the closed
The project
Separate from
Manager
project record in
record can be
active or
system and available  referred to later
upcoming
to be viewed
when
projects. Archive
completing
sub folder?
different
projects, either
as training or
predecessor
project
knowledge
refresh
55.  Project
To keep the closed
Reporting can

Manager
project record in
be completed on
system and available  current and
to be reported on for
historical
historical reporting
projects as
required
56.  Project
A Post
It can be

Manager
Implementation
understood what
review (PIR) activity
worked well and
is triggered
what needs to
be improved
within the PM
process.
This information
can be saved
against the
project and be
reported at the
portfolio level to
understand
issue themes
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57.  Project
A lessons learnt
A completed
How to track if
Manager
activity is triggered
lessons learnt
items are
register can be
implemented?
recorded and

saved with the
project
AND
Be accessible to
for reporting to
confirm
recommendation
implementation
completion
58.  Project
To capture actual
These can be

Manager
benefits at end of
compared to
project
estimates at the
start of the
project
AND
Be submitted in
reporting to
Board, CEO,
Management as
required

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[Business Requirements - Project Management Process and System Implementation]
Procure to Pay

Req
As a
I want
So that
Assumptions &
Further Details
59.  Project
To link or embed the
I can easily

Manager
procurement process  track project
with the project
spend (both
register system for
forecast and
project spend
actual)
60.  Project
To capture Contract
I can easily
Link to Project ID
Manager
ID
cross
Ability
reference the
vendor
contract that
relates to the
project I am
working on
61.  Project
To track contract
The contract

Manager
expiry
renewal
process and
be
commenced
and
completed
prior to the
contract
expiry
62.  Project
To track Budget vs
I can confirm

Manager
actual cost / spend
that vendor
for a contract
spend is
aligned with
milestones /
targets being
delivered by
the vendor
63.  Project
To track payments
I can monitor

Manager
made from invoices
payments still
received and
to be made to
remaining payments
a vendor and
needed for a contract  ensure that
this balance
remains
within the
overall project
budget

Further detail:
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Procurement spend tracking for projects is managed via a spreadsheet. Some work has been
commenced to migrate Procurement processes and forms into D365.

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10.
Appendix

1.  Prioritization Matrix

Accenture was engaged on a four week project to alleviate the planning for Housing Australia to
manage delivery capacity and risks by:
1.  Assisting to refine the prioritisation framework that Housing Australia can operationalise
for all planned and upcoming initiatives.
2.  Utilising the framework to correctly sequence all upcoming initiatives and produce and
integrated plan with indicative cost and effort required to deliver.
The findings of this project were delivered on 15 December 2023.
Findings relevant to the project prioritization framework that is to be adopted by HA are shown
below.
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2. Accenture Prioritization and Integrated Planning - Executive Summary inc. recommendations