What is a DoIT Project?

• New work that requires multiple resources across the DoIT teams (ITSS, Security, Applications, Systems and/or Infrastructure )
• Launching a new service; and/or
• Requires visibility with our stakeholders

Project Categories

• Core - Critical IT services that provide the foundation upon which Academic, Administrative and/or Academic Administrative IT services operate.
• Academic - Services that support instruction. Services are specifically identified to be an integral part of the students academic success.
• Academic Administrative - Those services integral to a student’s ability to achieve the learning outcomes expected from a program.
• Administrative - Services that meet the administrative needs of the customer and does not include the academic need of the student(s).
• Academic Research - Services appropriate for academic research and related data. These services may/may not directly affect instruction. Academic research may include data, processing and storage of data, disposition of data and intellectual property, or security functions around data.

Project Portfolio Phases

• Anticipated - A project or initiative for which DoIT has no official request or PPR, but is being discussed, often at the Cabinet and/or AVC level, because it relates to our strategic priorities. For our planning and tracking in the portfolio we will call these “anticipated” projects.
  • Project request is not required at this phase.
• Potential - Requested work/project that will be vetted with appropriate campus leadership. customer may be reviewing potential service that will require DoIT support to scope potential project, conduct security assessment, accessibility assessment, review contract, and eventually implement. DoIT is engaged in active research to determine the feasibility of the service. Requestor intends to submit (or has already submitted) a project request for DoIT LT review.
• In Progress - Any project DoIT staff/resources are assigned and are currently working on or should be working on to complete the project at an assigned end date
  • Project request required and approved by DoIT Leadership team.
  • Project resources have been named
• Scheduled - We will begin work at the set time and date.
  • Project request required, reviewed and approved by DoIT Leadership team.
• On Hold - A project that was previously vetted and in progress. Resources were assigned, however no time or DoIT resources are being invested until project status changes. Reasons for changing project status to hold may include but are not limited to: need clarification of scope, waiting on funding, waiting on customer to test. Parties agree that the work needs to be done but the timeline for accomplishing the work is unclear.
  • Project request required and approved by DoIT Leadership team.
• Complete - Project Lead and DoIT Leadership Team Sponsor confirms scope of the project was met, roles and responsibilities are defined, and service is operational. Project is marked as complete in the DoIT Project Portfolio .
  • Lessons Learned meeting will be scheduled once completed status has been confirmed. Lessons Learned will be handled operationally. If project created or updated services, RACI and SLA/OLA reviews will be scheduled/updated operationally, as DoIT LT Lead deems necessary.
• Canceled - Project will receive no attention from DoIT. Customer/partner is informed. Reasons for canceling a project include lack of resources or attention from the functional owner, lack of funding, change of strategic direction.
  • Anticipated and project was cancelled
  • Project in progress and project is cancelled
  • Anticipated but can be completed operationally or will not be pursued.

Project Team Members Roles and Responsibilities

Executive Sponsor - Executive project oversight and direction. Remove roadblocks, Visionary. Person(s) that is actively involved in the project, or whose interests may be positively or negatively affected by project execution or completion.

DoIT Leadership Team Project Sponsor - Technical/Functional project oversight and direction. Identifies requirements, discussing process design and identifying team members. Empowers team.

Project Team (PT): The members of the project team who are directly involved in the project activities.

Project Lead (PL) - assigned by the DoIT Leadership Team to achieve the project objectives. Manages schedule, resources and communication to ensure that the final deliverable meet the needs of the project. Collaboration, neutral, proactive managing tasks, communication. Project Lead responsibilities:

1. Project Lead shall coordinate these efforts for the project management plan:
   • People
   • Resources
   • Deliverables
   • Managing stakeholder expectations (internal and external)
   • Integrating and documenting of processes and procedures (if applicable)
   • PL will update project documentation as required.
   • PL shall provide project status updates weekly to Project Portfolio Manager via email or over the phone
2. Project Lead shall coordinate Monitoring and Controlling Process Group; to track, review, and regulate the progress and performance of the project.
   • PL shall identify any areas of changes to the plan.
   • PL in coordination with Project Team shall document and submit scope change document (if scope change has been identified).
   • Project Lead and/or DoIT Leadership Team Sponsor shall submit Change Request via Heat when applicable.
3. PL shall coordinate Closing Process Group; to conclude the project.
   • PL shall verify that the project, phase, or contractual obligations have been met.
   • PL shall communicate with DoIT Project Portfolio Manager once project scope has been met.
   • DoIT Project Portfolio Manager shall schedule Lessons Learned meeting with Project Team.

More DoIT Project Terminology

Project Intake Process: Managed by the DoIT IT Project Portfolio Manager, it is the process of matriculating projects through the project management tool.

Project Document: A request created by the customer via project request, reviewed and approved by the DoIT Leadership that formalizes the existence of a project. This document will contact all information related to the project.

Project Management: The application of knowledge, skills, tools, and techniques to project activities to meet project requirements.