(1) In the Planning phase, the Agency develops and approves detailed project planning documents.
    (2) The matrix provided below lists planning activities and documents required for the project based on the project’s Risk and Complexity (R&C) Category.
    (a) Specific document types, templates, or formats are not prescribed – any documentation that contains the information specified in the requirements below is acceptable.
    (b) This documentation, whether created separately or combined as a single document, constitutes the Project Management Plan.
PLANNING PHASE — Requirements by Risk & Complexity Category

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Project Scope
Required — Clearly delineate the project scope, specifically what is in scope, what is out of scope, project objectives, and deliverables. This will determine scope baselines and variances. Discuss how the project scope and objectives trace back through the Project Charter to initial project documents such as the Schedule IV-B.

Document the approach for project execution (identify the Software Development Life Cycle model that will be used – such as Agile, waterfall, etc.) Identify assumptions and constraints.
Required — Summarize the project scope (in scope and out of scope).

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Work Breakdown Structure (WBS)
Required – Document the hierarchical and incremental decomposition of the project into phases, deliverables, and work packages. Identifies all the tasks required to deliver the total project scope of work to produce each deliverable. Tasks must be decomposed into subtasks until they can be estimated, observed, and evaluated.
Not Required

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Project Organizational and Governance Structure
Required – Document a representation of the project from an organizational perspective. Include an organization chart with stakeholder and governance structures identified. Include a detailed description of the project and the Agency’s governance process with roles, responsibilities, and approval authorities identified for project documents or artifacts, including any processes for final product acceptance. Include reporting and escalation parameters for variances in baseline schedule, cost, and scope.
Required — Identify the project stakeholders and the responsibilities for decision-making and escalation.

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Resource Plan
Required — Document the resources required to complete the project and how these resources will be acquired.
For human resources – identify project roles, skills, number, and resource type required, and specify the method(s) for acquiring new personnel or incorporating and backfilling the current responsibilities of existing personnel.
For equipment or materials — identify types, quantities, and purpose, and specify the method(s) for acquiring equipment or materials.
Recommended: List the number and type of resources anticipated and what, if any, resources must be procured.

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Schedule Management Plan
Required — Document the approach to create an integrated master schedule that encompasses the total scope of the project and identifies the projects critical path. Describe the process for establishing and changing the schedule baseline. Describe the responsibilities, timeframes, and methods to manage, update and report progress (including Earned Value Analysis) throughout the project.
Recommended — Document the approach to create an integrated master schedule that encompasses the total scope of the project and identifies the projects critical path.

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Project Schedule
Required — Develop and maintain an integrated master project schedule that identifies the total project scope of work (including milestones and deliverables); is task, resource, and cost loaded; identifies the project critical path, is baselined and updated with project progress; and contains the information necessary to provide earned value analysis and support schedule and cost performance index (SPI and CPI) variance analysis and reporting.
Required — Develop, and maintain a schedule that identifies the total project scope of work, assigned resources, and task start and end dates.

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Project Budget
Required — Develop and maintain a Project Budget, which must include specific fiscal year cost totals over the life of the project and the overall total cost of the project. Also include a description of the funding source(s) for the Project and a breakdown of the Project costs by major expense categories.
Required – Develop and maintain a Project Budget, which must include specific fiscal year cost totals over the life of the project and the overall total cost of the project.

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Project Spending
Plan
Required — Develop and maintain a Project Spending Plan, which, as a component of the Project Budget, must include monthly planned (baselined) and actual expenditures (by expenditure or expenditure category) for each fiscal year.
Required — Document current fiscal year planned expenditures and actual expenditures by month and Fiscal Year total to date. Include other expenditure detail as required for the Project Status Report.
Recommended —
Document current fiscal year planned expenditures and actual expenditures by month and Fiscal Year total to date.

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Communications Management Plan
Required — Identify the project information requirements of stakeholders and detail what, when, and how information will be collected and reported.
This will include the responsibility, frequency, format, and distribution method for meeting summaries, project status reports, project governance meetings, and stakeholder communications, including reporting variances in schedule, cost, or scope and emerging risks or issues. Document the location of the project repository.
Include documentation for Decision Tracking and Action Item Tracking (see Fl. Admin. Code R. 60GG-1.006 — Monitoring and Controlling).
Required — Identify the project information requirements of stakeholders and detail what, when, and how information will be collected and reported.

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Change Management Plan
Required — Document the change control process and documentation involved in identifying, analyzing impacts, escalating, approving, and managing project change requests related to the project’s schedule, cost, or scope baselines, or a change to project deliverables (see Fl. Admin. Code R. 60GG-1.006 — Monitoring and Controlling).

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Quality Management Plan
Required — Document the processes and procedures for ensuring quality planning, quality assurance, and quality control are all conducted.
Required — Document any method(s) for ensuring customer acceptance of the product or service.

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Deliverable Acceptance Plan
Required — Document each deliverable, the acceptance criteria for each deliverable, and the deliverable acceptance process (including roles and responsibilities).
Required — List the deliverables and the person(s) responsible for approving deliverables.

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Risk Management
Plan
Required — Document the process for the descriptive identification (listing), evaluation (probability and impact), prioritization, and response to risks (specified mitigation strategies for each risk), as well as the nature of any time sensitivity to risks that may impact the project. Identify the roles and responsibilities of individuals assigned to risks. Identify and document the process to be used for tracking, periodic review, and update of Risks (see Fl. Admin. Code R. 60GG-1.006 — Monitoring and Controlling).
Required — Describe the method for monitoring and controlling risk.

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Issue Management
Plan
Required — Document the process for (and the documentation of) the identification, evaluation, management, and resolution to issues impacting the project. Identify and document the process to be used for tracking, periodic review, and update of Issues (see Fl. Admin. Code R. 60GG-1.006 — Monitoring and Controlling). Identify the roles and responsibilities of project staff.
Required — Describe the method for monitoring and addressing issues.

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Procurement Management Plan
Required — If procurement is required by the project, document any products or services needed, identify the specific products and services to be purchased, along with the appropriate purchasing methods, rules, and statutes affecting these activities.
Required — List any procurements required for the project.

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Organizational Change Management Plan
Required — Document the impact of delivering the project’s products to the user organization and individual users; the readiness of the user organization and individual users to accept those changes; and describe and plan the action necessary to facilitate those changes.
Required — Document the impact of delivering the projects products to the user organization and the individual users.
Recommended – Document the impact of delivering the projects products to the user organization and the individual users.

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Florida Cybersecurity Standards
Required – Compliance with rule Fl. Admin. Code Chapter 60GG-2

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Requirements Traceability Matrix
(RTM)
Required — Prepare a document (usually a table) that links high-level design and requirements with detailed requirements, detailed design, test plan, and test cases.
The RTM ensures that all requirements are identified and correctly linked (from high-level to detailed and technical levels) throughout the project.
Required —
Document Requirements.
Planning Gate R&C Assessment
Required
    (3) The Agency must complete the Planning Gate R&C Assessment at the end of the Planning phase (see Rule 60GG-1.002 — Risk and Complexity Assessment, F.A.C.). This Assessment will confirm or adjust the project’s risk and complexity levels and the resulting R&C Category, validate Planning management control requirements, and set management control requirements for the subsequent Execution and Monitoring and Controlling phases.
Rulemaking Authority Florida Statutes § 282.0051(6). Law Implemented 282.0041, 282.0051 FS. History—New 7-16-15, Amended 8-1-16, Formerly 74-1.004.