7.8: Resource Guide for Student Success

 📘 Resource Guide for Student Success

Tools, Templates, and Supports for Executing & Monitoring the NovaMed Project

Chapter 5 places you in the role of a project leader managing the day-to-day execution of the NovaMed Software development effort with WinSoft Systems. You will interpret real-time issues, analyze Earned Value data, enforce contractual obligations, and communicate with clarity and authority. The tools below are designed to help you navigate each memo scenario and produce professional, defensible responses.

🔹 1. Core Execution Tools

These tools replicate what real PMO teams use when overseeing outsourced development partners.

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1.1 Weekly Status Report Template (WinSoft Standard)

File: Weekly Status Report Template.pdf
Use this format to understand what should be included in a complete Weekly Status Report.
You will compare WinSoft’s submitted reports (in simulation memos) against this template to identify:

• Missing EVM metrics

• Missing Bulls-Eye charts

• Incomplete milestone tracking

• Poorly communicated risks or issues

• Deviations from required reporting quality

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1.2 Earned Value & Bulls-Eye Excel Template

File: WinSoft_EarnedValue_BullsEye_Template.xlsx
This spreadsheet auto-calculates:

• PV, EV, AC

• SV, CV

• SPI, CPI

• EAC, VAC

Use it to:

• Confirm whether WinSoft’s numbers appear reasonable

• Diagnose performance (weeks where SPI or CPI drop)

• Forecast cost and schedule outcomes

• Support your memo responses with quantitative evidence

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1.3 Individual Action Plan & Communication Template

File: Individual Action Plan & Communication Template.pdf
Use this for each memo:

• PART A: Internal analysis of the issue, document references, next actions

• PART B: Professional email or memo response

• Mirrors internal PMO documentation used by real organizations

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🔹 2. Project Artifacts You Will Reference

Execution relies heavily on understanding project baselines. Use these documents to ground your decisions.

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2.1 NovaMed Statement of Work (SOW)

File: NovaMed_SOW.pdf
Key items you’ll use:

• Milestone deadlines

• Acceptance criteria

• Documentation requirements

• Integration testing responsibilities

• IV&V authority

• Vendor obligations

Required for memos involving:

• delays

• incomplete deliverables

• testing failures

• acceptance or rejection of work

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2.2 NovaMed Contract

File: NovaMed_Contract.pdf
Critical for:

• Reporting obligations

• Progress payment conditions

• Key personnel replacement rules

• Change request enforcement

• Termination clauses

This is especially important in memos involving:

• missing reports

• unauthorized scope changes

• staffing issues

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2.3 Reporting Guidelines

File: Reporting Guidelines.pdf
Use to validate whether WinSoft’s weekly submissions comply with:

• Mandatory content

• Required delivery timeline (Friday 5 PM)

• Deviation thresholds (>20%)

• Bulls-Eye + EV reporting

• Presentation expectations

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2.4 WinSoft Systems Resource List

File: WinSoft Systems Resource List.pdf
Use this list to:

• Direct your emails to the correct WinSoft role

• Identify skill gaps causing delays

• Recommend specific individuals for technical follow-ups

• Escalate issues to appropriate personnel

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2.5 Software Requirements Specification (SRS)

File: Software Requirements Specification.pdf
Critical for:

• Understanding required functionality

• Determining severity of defects

• Identifying missing or misaligned features

• Verifying compliance with functional specifications

Used heavily in memos involving:

• Role Management defects

• Authentication issues

• Permissions and reporting failures

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2.6 High-Level Design Document (HLDD)

File: High Level Design Document.pdf
Essential for memos involving:

• Integration breakdowns

• Missing APIs

• Mismatched database schema

• Misaligned component interfaces

• Architectural inconsistencies

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3. Communication Support Tools

3.1 Professional Email Writing Guide (Integrated in Action Plan Template)

Use the templates to:

• Write structured PMO communications

• Maintain a calm, authoritative tone

• Provide clear requests, deadlines, expectations

• Escalate issues professionally

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3.2 Sample Phrases for Vendor Communication

Use phrases like:

• “Per Section __ of the Contract…”

• “To maintain alignment with the SOW milestone schedule…”

• “In order to proceed with acceptance testing…”

• “Please provide a revised plan by…”

• “This deviation requires immediate corrective action because…”

These reinforce your authority and clarity.

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🔹 4. Decision-Making Tools

4.1 Control Pillar Reference

Use Chapter 4’s five control pillars to categorize issues:

• Scope

• Schedule

• Budget/Cost

• Quality

• Team

Each memo impacts at least one of these pillars.
High-performing submissions identify multiple interacting control failures.

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4.2 Risk Assessment Aids

Use the risk section of the templates to:

• Identify new risks from memos

• Track recurring issues

• Recommend mitigation vs. contingency actions

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🔹 5. Tools You Will Produce

During Chapter 5, you will generate:

✔ 8 Action Plan Worksheets

✔ 8 Professional Communications

✔ Final Reflection

✔ Optional EVM Sheet

✔ Optional Progress Log

Use the resources above to ensure your deliverables are:

• Complete

• Clear

• Defensible

• Grounded in project artifacts

• Professionally written

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🔹 6. File Naming Convention

Use the following naming format for all submissions:

CBay_MemoX_Worksheet_YourName.docx
CBay_ExecutionReflection_YourName.docx
CBay_EVM_YourName.xlsx

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🔹 7. Tips for Success

⭐ Look for what is not said in the memo

Missing data is often the real problem.

⭐ Cite documents to strengthen your authority

Treat your response like a real PMO directive.

⭐ Be professional but firm

You represent C-Bay’s interests — not WinSoft’s.

⭐ Always propose a next action

No PMO message should end with ambiguity.

⭐ Track trends

Repeated issues signal systemic project weaknesses.