1. (1) Project Management Standards. Pursuant to section 282.0051(1)(c), F.S., State Agencies must comply with the Project management standards in this rule when implementing all IT Projects. Pursuant to section 282.00515(1), F.S., Cabinet Agencies must adopt the Project management standards in this rule unless adopting alternative standards as provided in section 282.00515(1), F.S.

2. (2) Initiating Phase. The purpose of this process phase is to begin defining the overall Project parameters. This includes aligning the stakeholders’ expectations with the Project’s purpose and establishing the project management and quality environment needed for a successful outcome. During the Initiating Phase, if an LBR is required, Enterprise Agencies must draft any necessary LBR and supporting documentation for the IT Project and may request FLDS provide technical advisement when developing such LBRs. Enterprise Agencies shall create and document the following for the Project:

   1. (a) A preliminary Risk assessment and preliminary mitigation strategy. This assessment should highlight any significant Risks and preliminary mitigation strategies identified during the Initiating Phase.
   2. (b) A stakeholder analysis, identifying known key Project stakeholders and their expectations. If an Enterprise Agency’s Project must be connected to or otherwise be accommodated by an information technology system or Project administered by another Enterprise Agency, the Enterprise Agency administering the Project must notify the other Enterprise Agency.

3. (3) Planning Phase. Within the Planning Phase, the Project team will begin creating Project documents that will identify all the processes and activities necessary to successfully deliver the Project outcomes, including a detailed breakdown of tasks, requirements and deliverables, and spend plan for completing the IT Project. The Project team documents those processes and activities in the Project Management Plan. The Project Management Plan, and other documents created during the Planning Phase will explore all aspects of the Project such as Scope, Schedule, duration, Total Project Cost, quality, communications, resources, Risks, procurement, and stakeholder engagement. The Project Management Plan shall include the following:

   1. (a) Scope. Define and document the Project Scope, including specific deliverables, exclusions, and any dependencies.
   2. (b) Performance Measurements and Metrics. Define the Baseline and specific performance measurements and metrics that reflect the Scope, Schedule, and Planned Project Cost and Actual Project Cost.
   3. (c) Methodologies for Calculating Acceptable Variances. Develop and document methodologies within the Project Management Plan for defining and calculating acceptable Variances between Baseline and actual Scope, Schedule, and Planned Project Cost and Actual Project Cost, ensuring these methodologies are clear and actionable.
   4. (d) Reporting Requirements. Specify the content, format, and frequency of Project updates.
   5. (e) Technical Standards. Ensure the Project Management Plan aligns with the Enterprise Architecture (EA) as defined in Chapter 60GG-5, F.A.C., and adheres to all applicable technical standards set forth by statute, rule, or applicable policy. This includes data security, privacy compliance, and any other relevant IT standards.
   6. (f) Regulatory Checklist. Integrate a checklist to ensure Enterprise Agency adherence to all applicable state and federal statutes and rules, including data security and privacy laws. This checklist will serve as a continuous reference point for the Enterprise Agency to ensure regulatory compliance throughout the Project.
   7. (g) Cost Management Plan. A plan that identifies how the Total Project Costs will be planned, structured and controlled throughout the Project lifecycle.
   8. (h) Risk Management Plan. A plan to identify, assess and manage Risks that may affect a project’s objectives. This plan should be comprehensive, addressing both known Risks at the outset and providing a framework for identifying and addressing future Risks.
   9. (i) Issue Management Plan. A plan to identify Issues, their impact, and management strategies. This plan should be comprehensive, providing a framework for identifying ownership and severity, and managing Issues to a resolution.
   10. (j) Change Management Plan. A plan that documents the Change Control Procedure and processes the Project will follow to make changes to Project artifacts and Baselines for the Scope, Schedule, and budget.
   11. (k) Quality Management Plan. A plan that identifies the requirements, quality standards and criteria for a Project, detailing how quality will be managed throughout the Project lifecycle.
   12. (l) Stakeholder Engagement Plan. A plan outlining strategies for maintaining active communication and collaboration with all identified stakeholders throughout the Project Management lifecycle.
   13. (m) Lessons Learned. Lessons learned from Project team members and stakeholders throughout the Project Management lifecycle. Agencies must continue to document lessons learned throughout the Project Management lifecycle, as described in the approved Project Management Plan.

4. (4) Executing Phase. In the Executing Phase, the Enterprise Agency established Project team performs the processes documented within the Project Management Plan. This involves coordinating people and resources, managing stakeholder expectations, monitoring Project performance, and making any needed course corrections. Enterprise Agencies must:

   1. (a) Track and monitor Project progress toward defined Baseline Scope, Schedule, and Planned Project Cost and Actual Project Cost as described in the Project Management Plan.
   2. (b) Monitor and control Planned Project Costs and Actual Project Costs as described in the cost management plan.
   3. (c) Monitor and control Risks as described in the risk management plan.
   4. (d) Monitor and control Issues as described in the issue management plan.
   5. (e) Monitor and control changes as described in the change management plan.
   6. (f) Monitor and control quality as described in the quality management plan.
   7. (g) Monitor and manage stakeholder engagement as described in the stakeholder engagement plan.

5. (5) Closing Phase. The Closing Phase is the last phase of the Project Management lifecycle and begins once the Project’s product is accepted and transferred to the Enterprise Agency’s supporting business unit, or a decision is made to suspend or cancel the Project. The completion of all Project closing activities signifies the formal ending of all Project work. In multi-stage Projects, a closing phase may occur after each Project stage, such as upon a deliverable or stage completion. The Enterprise Agency will ensure that system operations are transitioned to the appropriate support and operational entities during this phase. Enterprise Agencies must:

   1. (a) Conduct a Project closeout review to assess performance against Scope, Schedule, and budget.
   2. (b) Prepare a closing package that documents the Project’s accomplishments against the Project Scope, Schedule, and Planned Project Cost Baselines. Include the lessons learned, regulatory checklist, and completed final deliverables with supporting documentation within 90 calendar days of Project completion.
6. (6) Subsections (2) through (5) of this rule shall not apply to Operations and Maintenance Projects provided that all three of the following conditions are satisfied: total effort is less than 320 hours; planned completion is less than 60 calendar days; and Total Project Cost is less than $500,000. For Operations and Maintenance Projects falling below these thresholds, Enterprise Agencies must create and maintain an Operations and Maintenance plan. Enterprise Agencies must manage Operations and Maintenance Projects in accordance with the Operations and Maintenance plan.

Rulemaking Authority 282.0051(6) FS. Law Implemented 282.0041, 282.0051, 282.0515 FS. History–New 7-16-15, Formerly 74-1.002, Amended 6-17-26.