The purpose of this activity is to determine the actual time and costs expended on the project and make a comparison against what was planned. Also in this activity, the "System Evaluation Report" is prepared and distributed to appropriate management.  

OVERVIEW

During Phase 9, Activity B, Systems Engineering prepares and distributes the "System Evaluation Report" which reflects the actual versus proposed variances in system implementation and project performance.

During the preceding activity, Systems Engineering conducted a survey of the system in operation. As a result, any differences in the system as conceived and proposed in Phases 1, 2 and 3 were noted. This is the basis for the "System Evaluation Report," an appraisal of the system and development project. In effect, this report is an actual versus proposed document with variances detailed. In view of this, the procedure for developing this evaluation is similar to the evaluation prepared in Phase 1, Activity G, "Prepare System Evaluation." The major difference between the evaluations is that actual data is used instead of estimated data in the Phase 9 evaluation. Since it is essential that Systems Engineering understand how the original evaluation was developed, a detailed review of this activity should be made to permit meaningful comparisons.

The "System Evaluation Report" includes:

• System Evaluation - a comparative analysis between the system as proposed and as actually installed. This may include recommended changes or enhancements to the system.

• Project Evaluation - a textual analysis of the project. This should include narratives describing "Lessons Learned," "Recommendations," "Cost/Benefit Analysis," etc.

• O-O-M Estimate/Actual - an itemized account of estimated versus actual project time, costs and schedules.

• Phase Review Checklist - specifying criteria to review the items mentioned above.

An initial draft of the "System Evaluation Report" is reviewed with Quality Assurance prior to distribution to management for review.  

STEPS IN EXECUTION

1. Systems Engineering prepares a "System Evaluation" reviewing the findings derived from the system survey.

2. Project Management prepares an "O-O-M Estimate/Actual Report," an analysis of project time and cost overruns/ This is prepared by individual phase and the total project.

3. Project Management prepares a "Project Evaluation" reviewing project performance.

4. Project Management packages the "System Evaluation Report" and reviews it with Quality Assurance for accuracy and completeness.

5. Project Management distributes copies of the report to User Management, Information Resource Management, Systems Resource Management, Data Resource Management, and Enterprise Resource Management for review.