Notice: applying this to your agency.
The IT Project Resources are not meant to replace your agency’s internal project management practices or prescribe how you must operate. Instead, they offer concepts and tools that can strengthen delivery by providing a scalable framework for project level coordination. All project documentation should be maintained throughout each stage in alignment with agency policies and, where applicable, WaTech requirements and oversight expectations.
The IT Project Resources framework provides a structured, scalable framework for managing agency‑led modernization (business and technology) projects from initiation through closeout. It supports consistent governance, disciplined lifecycle execution, and alignment with WaTech oversight protocols across all project types and sizes. Except where required by legislation or WaTech policy, use of this guide and its tools is voluntary.
The IT Project Resources framework overview emphasizes best practices and expects agencies to apply end‑user and customer‑centric design principles at every stage, grounding decisions in real user needs, engaging customers early, considering the Washingtonians served, and shaping solutions that work in real‑world contexts. Whether a project is standalone or part of an enterprise effort, this approach helps project managers tailor delivery to their agency’s needs while improving usability, adoption, and outcomes.
Together, the framework and templates form a streamlined toolkit that strengthens delivery discipline, improves customer experience, and supports smooth transitions across all stages. This framework does not address development tasks or specialized technical disciplines.
Coming April 2026: A 16-week open house series that will provide an overview of WaTech's IT Project Resources, featuring a new stage each week!
Questions: Contact WaTechProjectMgmtPartners@watech.wa.gov
IT Project Tools & Templates
- Stage 0 (S0): Initiation - Concept Development
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S0 - Project Workspace and Collaboration Site
S0 - WaTech Oversight for Intake Process & Tiering Assessment
- Stage 1 (S1): Planning and Scoping
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S1 - Cost Management and Funding Strategy
S1 - Governance Structure & Plan
S1 - Roles and Responsibilities Matrix
S1 - Risk, Action Item, Issue, Decision (RAID), and Change Plan
S1 - Organizational Change Management Strategy
S1 - Integration Management Plan
S1 - Procurement Management Plan
S1 - Impacted Group (Stakeholder) Management Plan
- Stage 2 (S2): Requirements and Design
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S2 - Requirements Management Plan
S2 - Future State Alternatives Analysis and Target Architecture
S2 - Data Mapping and Management Plan
S2 - Security and Privacy Protocols
S2 - Vendor Security Compliance Submission Requirement Validation
S2 - Develop the Accessibility and Equity Compliance Strategy
S2 - Organizational Change Management Plan
- Stage 3 (S3): Technical Preparation & Environmental Setup
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S3 - Configuration Management Plan
S3 - Environment Management Plan
S3 - Project Management Controls
- Stage 4 (S4): Pre-Implementation Planning & Readiness
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S4 - Finalize the Implementation Schedule
S4 - System and Interface Integration Plan
S4 - Cutover Strategy and Rollback Plan
S4 - Operational Readiness Checklist
S4 - Clarification Memo for State Policy and RCW alignment
S4 - Memo of Acceptance for Sensitive Artifacts
S4 - Roles and Responsibilities Matrix
S4 - QA Readiness Assessment or Certification Memo
- Stage 5 (S5): Foundational Implementation Pre-Work and Training
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Templates Coming April 30 - May10 2026
S5 - Finalize Governance and Operational Oversight
S5 - Validate Architecture and Security Readiness
S5 - Documentation and Knowledge Transfer Plan
S5 - Confirm Functional Scope and Business Requirements
S5 - Finalize Integration and Data Readiness Plans
S5 - Finalize Reporting and Communication Plans
- Stage 6 (S6): Workflow & Initial Configuration
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S6 - Federal Planning Documentation (if applicable) I-APD
- Stage 7 (S7): Readiness, Content Review, & Testing
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Templates Coming May 27 - June 8 2026
S7 - Training Content and Curriculum
S7 - Knowledge Transfer Checklist
S7 - Detailed Test Results, Approval, and Sign-Off
S7 - Validate Final Data Conversion
S7 - Submit QA Readiness Certification Memo
S7 - Submit Go/No-Go Recommendation Memo
- Stage 8 (S8): End-User Training and Go-Live Readiness
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Templates Coming June 11 - 22 2026
S8 - Summarize End-User Training Completion
S8 - Evaluate Training Effectiveness
S8 - Finalize Cutover Execution Plan
S8 - Validate Production Environment
S8 - Prepare Help Desk and Support Readiness
S8 - Communicate Go-Live to Impacted Groups
S8 - Activate Go-Live Command Center
S8 - Define Post-Go-Live Support Plan
S8 - Submit Final QA Go-Live Certification
- Stage 9 (S9): Post-Go-Live and Operations
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Templates Coming June 26 - July 5 2026
S9 - Summarize Help Desk Activity
S9 - Defect Tracking and Resolution Summary
S9 - System Stabilization Metrics Review
S9 - Optimization Recommendation Summary
S9 - Operations Transition Summary
S9 - QA Closeout Certification Summary
S9 - Sponsor Satisfaction Summary
S9 - Contract Closeout and Disposition Summary
S9 - Legacy System Retirement and Data Disposition Summary
S9 - Final Closeout and Post Implementation Review Summary
- Monitoring & Controlling
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Templates Coming July 6th - July 25 2026
Monitoring & Controlling Overview