Project Management

ITS Project Management, part of IT Project Management, Governance and Outreach (PMGO),  works to support effective and efficient management of ITS projects, maintains the Technology Roadmap (public) and a Confluence site with project information for IT staff/stakeholders, supports IT Governance, assists with strategic planning initiatives and information security awareness initiatives.

Project Stage

Activities

 Request

IT Executive Council members, IT Board of Director members and ITIG members request a project by completing the Project Request Form to request a project.  (Visibility of this request is limited to Governance members).  Alternatively, an IT Project may be created from an IT Acquisition Request

Review

  1.  PM, Governance and Outreach (PMGO) creates IT Project proposals in Confluence and IT Project Epics in Jira
  2. The affected IT Director(s) review complete proposals and determine whether to:
    1. Place on Hold for needed information, resources, or approvals,
    2.  Request governance review due to impacts/requirements, 
    3.  Approve the proposal, or 
    4. Reject the proposal with comments.

Approval

Upon proposal approval, the project lead holds a Project Kick off meeting to introduce project members and their roles, confirm scope and deliverables, identify type of project planning that will be used and key milestones, and discuss communication within team and stakeholders.   

Monitoring

 The Project lead monitors the project and ensures that the IT Project Epic in Jira is in the appropriate status, and that project work in Jira is linked to the IT Project Epic

Closing and Evaluating

The Project lead evaluates whether project objectives and success criteria have been met with stakeholders, and moves the IT Project Epic in Jira to "Done" or notifies PMGO of any issues. 

Resource: Lessons Learned

 

Questions or Comments? Contact us:

Julie Taubman, taubmanjl@appstate.edu, 262-7981

Lisa Burwell, burwelllh@appstate.edu, 262-6295

 

Definitions

 Project:  a temporary endeavor to create a unique product, service, or result. In IT, projects include:

  1. the rollout of all new campus technology applications and services;

  2. the creation and implementation of IT related policies and standards; and

  3. significant changes to existing infrastructure, applications and enterprise systems, or policies/standards.  

Project Governance:  alignment of a project with stakeholders’ needs and objectives   (source: PMBOK 5th ed.)

Project Lead: lead and manage the project by:

  1. Holding a project kick off meeting with members of the project team and key stakeholders to confirm project objectives and project details
  2. Developing the structure of how the project tasks will lead to project completion 
  3. Assuring that any needed Information Security Risk Review is complete
  4. Documenting issues and risks and working with appropriate decision makers to resolve issues and manage risks
  5. Adding project work to Jira Software and linking to the IT Project Epic for visibility of project work  
  6. Working with sponsor/external project lead and initiating change requests when needed to request schedule changes

Project portfolio: a collection of projects, and programs that are managed as a group to achieve strategic objectives.  “Portfolio management aligns with organizational strategies by select the right programs or projects, prioritizing the work, and providing the needed resources”  (source: PMBOK 5th ed.)

Goal vs. Objective: both goals and objectives describe what the project will accomplish.  Goals describe at a high level what the project seeks to achieve and should be aligned with University goals.  Objectives describe the specific and tangible items that the project will deliver.   An objective should include a description of what the project will achieve, and a metric to define success.  

Issue vs. Risk: an issue is a current problem or concern that affects the project objectives, and a risk is a future event that may have an impact on the objectives.  Risks can be measured based on likelihood and potential impact, and mitigated by monitoring, avoidance, transference to another party, or through strategies to deal with potential effects.

Program: a collection of projects related through a common outcome or collective capability.  “Program management harmonizes its projects and program components and controls interdependencies in order to realize specified benefits”  (source: PMBOK 5th ed.)

Sponsor: a University leader that champions the project to the University and the stakeholders, and is accountable for enabling the success of the project.

Stakeholders:  individuals or groups who may affect, or be affected by a decision, activity or outcome of a project.  (source: PMBOK 5th ed.) Stakeholders may help determine the project expectations, requirements, and perform testing and approval, and can include: operations staff, functional managers, customers (e.g., faculty, staff, and students), and the project sponsor.