Specifications include, but are not limited to: a. Project Management Services Contractor will provide services to support the CalSTRS project management office with direction, structure, and execution in the following areas: Act on CalSTRS behalf in providing project management leadership: • Apply project management principles and resources to drive and focus the project on its goal of implementing on schedule. Provide leadership support, identify and execute mitigation strategies, and escalate items as needed. • Within 60 days of a fully executed contract, gain CalSTRS agreement on a monthly executive-level report presenting project summary information targeted for an executive audience, such as project sponsors, Executive Steering Committee, and the Teachers' Retirement Board, that includes but is not limited to: o A succinct summary of the project's status using key indicators based on status reports provided by all other vendors. The summary should indicate the completeness of the project and furnish information to support decision-makers with an analysis tool and communication vehicle for proactive planning and risk mitigation o Graphical depiction of the status of the key indicators, whenever possible • Participate in collaborative discussions at the weekly Pension Solution Steering Committee meetings and be prepared to do the following: o Gain support for project risk and issue escalation o Facilitate the resolution of disputes or provide additional clarification of issues o Report project progress o Present issues for discussion or vote • Prepare presentation materials for the Project Director to present at the Teachers' Retirement Board meetings (currently 10 meetings per year). If necessary, appear in person to deliver presentations to the Board or be available to support the Project Director’s presentation. • Update CalSTRS team’s schedule in MS Project, which will feed into Master Project Schedule. • One month prior to the vendor contract close, complete a project close-out report that captures a summary of any outstanding items, and outlines project transition to program activities to CalSTRS Project Management Office (PMO) and sponsors. Lead the updating and maintenance of the Pension Solution Master Project Schedule to reflect all project activities with the new implementation date. • Using the project schedule developed by Sagitec with the new implementation date, work with Sagitec and CalSTRS to complete the update of the Pension Solution Master Project Schedule within the first 45 days of the contract, then continue to conduct updates, analysis, and maintenance activities following the scheduling standards from the Schedule Management Plan. Sagitec will provide input into the Master Project Schedule on a weekly basis. Update task status on a weekly basis, report status and variances, and level resources. • Lead rolling wave planning, analysis, and risk assessment of the Master Project Schedule. Identify and monitor the project’s critical path in the Master Project Schedule. Rolling wave planning requires updating the previously approved project schedule every six (6) months to elaborate tasks occurring within the ensuing 12 months. Elaboration means breaking down a summary task into detailed tasks, assigning resources, and identifying predecessors and successors. • Perform “what-if” analysis to reflect the impact of a proposed change on the project scope/requirement, schedule, and resource availability. Strengthen the project management structure by providing leadership and support to ensure appropriate practices are in place for a project that is in mid-stream. • Within the first 60 days of the contract, review and update the Project Management Plan and the Staffing Plan to reflect the key elements relevant for the remainder of the project. The existing Project Management deliverables include, but are not limited to: o Project Management Plan (PMP). The PMP contains other plans including: Schedule Management Plan Deliverable Management Plan Quality Management Plan Decision Management Plan Change Request Management Plan Document Management Plan Resource Management Plan Issue and Risk Management Plan Communication Management Plan Requirements Management Plan o Staffing Plan • Work with the project team members to develop and maintain a comprehensive cutover plan pulling in all activities to be completed during the cutover phase of the project. These activities will include, but not be limited to, technical cutover, training, data conversion, business transition, communications, etc. • Develop a Stakeholder Management Plan that is relevant for the remainder of the project and incorporate it into the Project Management Plan. Within 60 days of contract
