Project Delivery Framework

The Project Delivery Framework is designed for major, large-scale IT projects. Our templates are designed to help you capture all required information so that your project stays on track and outcomes are measurable. 

Various steps and templates in the Project Delivery Framework require approval from the Quality Assurance Team (QAT). 

Who is the QAT and why do I need their approval?

The Quality Assurance Team (QAT) is comprised of individuals from three agencies: Legislative Budget Board (LBB), State Auditor’s Office (SAO), and Department of Information Resources (DIR). QAT is authorized to: 

  • Approve projects before expenditure of appropriated funds, based on analysis of project risks
  • Report the status of Major Information Resources Projects (MIRPs) to state leadership
  • Determine the frequency of monitoring (monthly or quarterly)
  • Perform approval of contract amendments if contract costs exceed 10 percent of current contract amount
  • Request detailed project information, framework deliverable updates, audits, or assistance as necessary
  • QAT publishes an annual report - PDF (472.59 KB) every December highlighting lessons learned over the past year. These learnings can help agencies anticipate common pitfalls that are consistently leading to missed deadlines and project overruns.

Information about file formats

Is the Project Delivery Framework right for my project?

To determine whether you should be using the Project Delivery Framework or PM Lite, refer to Criteria for a "Major" Project.​

The Five-Step Framework Process

Step 1: Initiate 

In Step 1 you will: 

  • Define your project or a new phase of an existing project
  • Define scope and budget
  • Attain appropriate approvals

To make Step 1 easier, DIR provides the three required templates. Each must be submitted to QAT.

Three Required Templates for Step 1: Initiate

​Required templates (3)

​Description

​​Tools​

Business Case

Statutory Reference 2054.303

Requires QAT approval

​Provides narrative comparison of business solution costs and project benefits based on a business case analysis process. Content can be used as the basis for developing an Information Technology Detail (ITD). The ITD is a part of the LBB’s Legislative Appropriations Request (LAR) process. The Business Case can also support completion of the Information Resources (IR) Strategic Plan regarding management of information technology resources.

Business Case Instructions - PDF (266 KB)

Business Case Template - DOC (434 KB)

Business Case Workbook

Statutory Reference 2054.303

Requires QAT approval

​Provides quantified estimates of business solution costs, project benefits, and return on investment.

Business Case Workbook - XLS (190 KB)

Statewide Impact Analysis

Statutory Reference 2054.303​

Must be on file with QAT

​Provides information necessary for assessment of the project’s impact on use of information technology resources across the state. DIR assesses the impact based on the information provided.​

Statewide Impact Analysis Instructions - PDF (206 KB)

Statewide Impact Analysis Template - DOC (324 KB)

 

IMPORTANT:  You may not solicit vendors until: 

  • Business Case and Business Case Workbook templates from Step 1 are approved by QAT 
  • Statewide Impact Analysis template from Step 1 and all templates from Step 2 are on file with QAT 
  • Please submit the above documents to QAT.LBB@lbb.state.tx.us

TIMESAVING TIP: Think ahead when determining your budget. If an overage should cause a particular contract to exceed the current contract amount by 10% or more, you will be required to fill out a change order and obtain approval from QAT. If cumulative overages cause you to exceed your current total project costs (including contractor, hardware, software licenses, full-time equivalents, etc.) by more than 10%, you will be required to resubmit the Business Case and Business Case Workbook templates from Step 1: Initiate and start over with approvals.

What is the LBB? What is an LAR?

LBB: The Legislative Budget Board (LBB) is a permanent joint committee of the Texas Legislature that develops budget and policy recommendations for legislative appropriations, completes fiscal analyses for proposed legislation, and conducts evaluations and reviews to improve the efficiency and performance of state and local operations. Your Business Case must be approved at the agency level and submitted to QAT when the agency submits its LAR to the LBB. 

LAR: The Legislative Appropriations Request (LAR) is the bridge between an agency's strategic plan and the General Appropriations Act (GAA), providing a fiscal expression of each agency's priorities. It is the formal request for funding made by each state agency and institution. Your Business Case can be used to help you with the components of your LAR. 

Please note: QAT approves projects only after Biennial Operating Plans (BOPs) are submitted and approved by LBB. While QAT can approve out-of-cycle projects within 30 days of a Business Case submission, there must be, however, an approved BOP or BOP Amendment on file with LBB. 

                    

Step 2: Plan 

In Step 2 you will:

  • Finalize scope, budget, schedule, and project deliverables
  • Create a set of plans to guide your team through execution and project closure

The grid below contains the two templates required for Step 2. Each must be submitted to the QAT. Although QAT approval is not required in Step 2, both templates must be on file with QAT, and QAT may provide helpful feedback.

Two Required Templates for Step 2: Plan

​Required templates (2)

​Description

​​Tools​

​Project Plan

Statutory Reference 2054.304 / 2054.1181

Must be on file with QAT

Includes general planning information, monitoring and control methods, quality, communication, configuration, performance, and risk management.

Project Plan Instructions - PDF (2.1 MB)

Project Plan Template - DOC (531 KB)

Example Project Plan - PDF (6 MB)

Required Project Plan Tables:

​​Acquisition Plan

Statutory Reference 2054.30542054.1181

Must be on file with QAT
​Includes procurement planning information for acquiring goods and/or services outside of the organization through management of solicitations and contracts.

Acquisition Plan Instructions - PDF (289 KB)

Acquisition Plan Template - DOC (340 KB)

Contract Management​ Guide

Information about file formats

IMPORTANT: You may not solicit vendors until: 

  • Business Case and Business Case Workbook templates from Step 1 are approved by QAT 
  • Statewide Impact Analysis template from Step 1 and all templates from Step 2 are on file with QAT 
  • Please submit the above documents to QAT.LBB@lbb.state.tx.us

Step 3: Execute 

The execution phase is typically the longest phase in the project lifecycle and consumes the most energy and resources. In Step 3 you will: 

  • Build the physical project deliverables
  • Present them to the project sponsor for signoff

Here is the required template for Step 3, as well as seven optional templates. 

Required Template for Step 3: Execute

​Required template (1)

​Description

​​Tools​

Contract Amendment and Change Order Approval

Statutory Reference 2054.307 GAA Art. IX, 9.01(c)

If the Contract Amendment/Change is needed, it must be submitted to QAT for approval.

​Is used to obtain approval of contract amendment and change orders. Use this template to document any changes in scope or cost.

If an overage causes a particular contract to exceed the contract amount by 10% or more, you must fill out a change order and obtain approval.

If cumulative overages cause you to exceed your current total project costs (including contractor, hardware, software licenses, full-time equivalents, etc.) by more than 10%, you must resubmit your Business Case template from Step 1: Initiate and start over with approvals.

Contract Amendment and Change Order Approval Instructions - PDF (80 KB)

Contract Amendment and Change Order Approval Template - DOC (317 KB)

 

Seven Optional Templates for Step 3: Execute

Although these templates are not required, they provide best practices. They will be very helpful as you conduct useful testing and document your test cases. 

​Optional templates (7)

​Description

​Tools

​System Requirements Specifications 1.2Is used to capture a collection of information that describes what the system is expected to do, the system’s expected environment, the system’s usage profile, its performance parameters, and its expected quality and effectiveness.

​System Requirements Specific​ations Instructions - PDF (180 KB)

System Requirements Specificati​ons Template - DOC (186 KB)

​Requirements Traceability Matrix 1.0​Assures that every requirement has been addressed in the design and that every design element addresses a requirement. Also provides the necessary traceability for integration, acceptance, regression, and performance testing. 

Requirements Traceability Matrix Instructions - PDF, see Section 5 (180 KB)

Requirements Traceability Matrix Template - DOC (57 KB)

​System Design Description 1.2Documents the design of the system being developed, its specified system requirements and the basis for its implementation.

System Design Description Instructions- PDF (261 KB)

System Design Description Template - DOC (199 KB)

​Data Dictionary Table 1.0Captures a description of each element in the system including the entity name and various details about each data element.

Data Dictionary Table Instruc​​tions - PDF, Section 3 (261 KB)

Data Dictionary Table Template - DOC (58 KB) 

Screen/Other User Interface Fields Table 1.0Captures information for each field on each window/screen or any other user interface.

Screen/Other User Interface Fields Table Instructions - PDF, Section 6 (261 KB)

Screen/Other User Interface Fields Table Template - DOC (58 KB)

​​Test Plan 1.2​Documents the testing process for the system being developed.

Test Plan Instructions - PDF (130 KB)

Test Plan Template - DOC (163 KB)

​Test Scenario 1.3Specifies the test procedures for the system being developed.

Test Scenario Instructions - PDF (156 KB)

Test Scenario Template - DOC (203 KB)

Information about file formats

Step 4: Monitor & Control 

Step 4  is an ongoing phase that allows you to: project plan gantt chart

  • Track, review, and regulate the progress and performance of your project 

Once you start executing your project, the required Monitoring Report template will function as a status report. It is to be delivered to QAT on a schedule that QAT will determine (i.e., bi-monthly, quarterly, etc.). 

Required Template for Step 4: Monitor & Control

​Required template (1)

​Description

​​Tools

Monitoring Report

Statutory Reference 2054.1181 

Submit on a schedule to be determined by QAT

Provides project status information to QAT for monitoring purposes. 

Monitoring Report Instructions - PDF (226 KB)

Monitoring Report Specifications Template - DOC (402 KB)

Information about file formats

Step 5: Closing

What went right? What went wrong? Too often we tend to finish a project and move on to the next one without taking the time to capture valuable lessons learned or to document ways we could improve the process for future projects. Step 5 is the time to determine:

  • Did we achieve the benefits we projected in our Business Case?
  • Are we saving money as a result?

Here is the template required for Step 5: Closing. It will allow you to measure success against the original Business Case submitted in Step 1: Initiate. 

Required Template for Step 5: Closing

​Required template (1)

​Description

​​Tools

Post-Implementation Review of Business Outcomes

Statutory Reference 2054.306

Must be on file with QAT

Compares your results to your stated goals and objectives.

Post-Implementation Review of Business Outcomes Instructions - PDF (180 KB)

Post-Implementation Review of Business Outcomes Template - DOC (186 KB)

Information about file formats

Have Questions?

For more information about the Project Delivery Framework, contact projectdelivery@dir.texas.gov.​

We Value Your Feedback 

If you have suggestions that could make the framework templates more helpful, please visit the Framework Change Advisory Process page. ​​