ADDENDUM TO:
BUSINESS REQUIREMENTS - PROJECT MANAGEMENT PROCESS AND SYSTEM
IMPLEMENTATION
Azure DevOps/Monday.com integration:
Once a project status changes from ‘Upcoming’ to ‘Planning’ or ‘Executing’ in Monday, a specific
project board is created to track its associated tasks. It is envisaged the DevOps integration/API
will enable two-way updating of these tasks/User Stories per project board.
Change Requests:
We are still maturing our thinking on how a change request would work, however this isn’t meant to
capture change requests in DevOps for the purposes of approving deployment to production, but
rather how we manage and capture significant changes to project scope which will likely incur
extra budget requirement, as it is currently difficult to reconcile increased project budget to
changes in scope, particularly when using agile methodology.
Requirement #4:
Currently all projects not in progress have an ‘Upcoming’ status. We are also have a somewhat
unique financial structure with few business units actually having their own budget, with the
majority of budget decisions residing with the CFO. If/when this changes, we may create different
status for projects that are currently unfunded or are simply rejected on a cost-benefit basis.
Requirement #5:
The project unique identifier will be the source of truth to track a project and need to carry across to
all systems such including Monday.
Requirement #6:
All data in D365 is written to back-end tables associated with it’s field identity. There is an in-built
system capability to export this information to excel.
Requirement #7:
There is currently no known source of truth for storing Corporate / Strategic objectives. We would
need to set this up with manual population initially until such time as these are recorded in another
system and we look at potential integration.
Requirement #11:
We currently have a base template in place. When a project moves from upcoming to current, a
project plan is created. See screenshot below. Is this the best set up? Should milestones be
embedded within the phases. Is there a way to consider grouping projects differently so that a
project with a $10k budget doesnt need to go through the same level of governance as a 250k
project.
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Requirement #14:
We don’t have external stakeholders (other than Government, but don’t need to report in granular
detail to them). This requirement is about our internal SH’s, or sponsors, as well as business unit
team members and vendors for task allocation.Relates to Monday.com, not D365.
Requirement #15:
An approval process is currently a work-in-progress.The intial thought is to approve artefacts etc
outside of monday, but record the approval as being completed and by who / when in Monday.
Requirement #16:
It is anticipated there will be one SharePoint folder per project which Monday will link to. However,
an example of a key milestone in initiation is ‘business case signoff’. Is there a way we can include
a link to key artefacts in Monday.com rather than the main folder for the project?
Requirement #19:
The Project Initiation Document is a Word document to be stored in SharePoint.
Requirement #35:
This requirement is less about an audit requirement and more about being able to select a point in
time to compare a projects status between dates. It is our understanding that as Monday is
dynamic and dashboards automatically updated, that unless we export to a file at a point in time,
we lose visibility of a project’s status in the past.
Requirement #38:
The Board and CEO require just view only access to reports/dashboards in Monday.com.
Requirement #54:
Once a project is closed it should be locked from editing and view only for all users, apart from
those with specific permission.
Requirement #56:
Currently the PIR process is manual and sits outside the tool.
Procure to Pay:
This is more adequately described as ‘Vendor or Contract Management’. There is no intention to
run the procurement process or vendor payments via Monday. We are seeking a solution to
enhance our budget tracking against vednors and projects, including utilising DevOps integration,
so that user stories/tasks with timing/effort included on them, will be tracked on the associated
project board in Monday, so that as tasks are completed in DevOps, the time/days taken will be
logged and we have near real-time visibility of how we are tracking to budget for a project.
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