Overview
Central IT Project Management Office (IT-PMO) has developed an IT Project Request Process that creates a pathway for university members who want to solve their business need with information technology (IT) collaboration. This pathway offers clear time frames and communication check points, along with consultation, technology expertise, and support from IT on projects.
IT PMO Objective
IT-PMO’s Project Request Process will provide a standard point of entry to collect information on the high-level scope, alignment with strategic objectives, and provide a portfolio summary of projects.
- Need #1: improve visibility and transparency for project requests
- Need #2: improve portfolio project reporting
- Need #3: improve engagement and collaboration
- Need #4: reducing tool redundancy
- Need #5: encouraging operational excellence
- Need #6: Streamline the project request and project approval process
Project Levels
“A Project is a temporary endeavor (has a definitive start and end date), undertaken to create a unique product, service or result within defined constraints. A project concludes when its specific tangible and/or intangible objectives have been attained and the project resources have been released to do other work.” Refer to Project Tailoring Process for more information – 180801-P-012
Strategic Project (Level 2 or 3)
Any project request that meets any of the criteria below will be considered a Strategic Project.
- Request will impact more than one department or unit outside of the requester
- Request requires university funds to be expended, excluding staff salaries
- Request has a large university impact
- Request implements new technologies and processes that promote transformative change
- Request meets one or more of the following business drivers: Strategic, Innovation
Risk Avoidance Project (Level 3, 2, or 1)
- Request if not fulfilled will have adverse security or risk impacts
- Request has one or more of the Strategic Project criteria’s
Operational Project (Level 2 or 1)
Any project request that meets all of the criteria below will be considered an Operational Project.
- Request is in support of one department
- Request does not require university funds to be expended, excluding staff salaries
- Request does not have a large university of impact
- Request will optimize performance and accommodate incremental growth and improvement
Enhancement Request
Any project request that doesn’t meet the criteria’s of a Strategic or Operational and is specific to an existing application/system.
Process
The IT Project Intake Form will initiate the process for review, discussion and decision on where the request aligns as a project or operational effort.
Step 1: Project Intake
The project requestor should submit the IT Project Intake form. The request will be sent to the IT project management system and an email notification will be sent to the requestor and IT PMO team.
Timeframe: Immediate
Step 2: IT PMO Review
The IT PMO team will review the request to assess the scope and project requirements. A member of the IT PMO team will reach out to the requestor for more information and next steps.
Timeframe: 1 week
Step 3: Requestor Consultation
The IT PMO team will have a consultation meeting with the requestor to obtain a deeper understanding of the business needs.
Timeframe: Meeting will be scheduled within 3 weeks of review
Step 4: Project Advancement
Based on the project review and consultation, the IT PMO will recommend one of three courses: launch, governance approval, or project portfolio queue.
Launch
The project will be initiated immediately and a Project Manager will be assigned.
Timeframe: 4 – 6 weeks
Governance approval
The project will be reviewed and prioritized by the IT Governance Committee.
Timeframe: 3 weeks – 2 months
Project portfolio queue
The project will be queued for monthly IT PMO review until a Project Manager can be assigned to help launch the project.
Timeframe: reviewed monthly
