IT Project Process

IT Projects 

There are 2 ways to start an IT Project:

1) Request an IT Acquisition through  If the acquisition meets the definition of a project, we will create an IT Project for you. 

2) IT Governance members can request an IT project through  




Contact:  ITS Project Management, Governance and Outreach /  

IT Governance Members Links: /  the IT Projects - Governance Dashboard in Jira, our work management system

Resource: Definitions

 IT Project Process - start with / IT Acquisitions and Projects


IT Project: Temporary endeavors to: 1) introduce new campus IT services and applications, or IT policies and standards, or 2) implement significant changes to existing infrastructure, applications and enterprise systems, policies and standards (Source: IT Governance Policy)

Committed IT Project: A committed project is a "shovel ready" project that IT is committing to finishing in a specified Quarter

Project Intake Meeting:  At the beginning of an IT Project, ITS Project Management, Governance and Outreach (PMGO) can facilitate an intake meeting with the project team/stakeholders to:

  1.  Discuss and confirm agreement of Project Description, Need, Benefit, Approach and Project Completion criteria
  2. Review the anticipated project scope, any specific obstacles, risks, assumptions, dependencies and timing constraints
  3. Confirm roles and responsibilities for the implementation project and (optionally when the application is operational)
  4. Cover any other issues that the group wants to discuss (e.g., develop high level stories/tasks to complete the IT Project)

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 key details
  2. Developing the structure of how the project tasks will lead to project completion 
  3. Communicating project progress and changes to the Requester/Sponsor 
  4. Working with appropriate decision makers to resolve issues, provide updates, manage risks, and understand project priority
  5. ITS Project Leads and Others with Jira Software Licenses: Use the Add Biweekly Status button to provide a short Project Update at least every 2 weeks on what has been accomplished, what is going well, what is not going well, timeline expectations, obstacles, etc. 
  6. If possible, using Jira Software for project work and linking to the IT Project Epic for visibility of project work