Project Management

ITS Project Management supports effective and efficient management of ITS projects, maintains the Technology Roadmap (public) and a list of IT projects (ITS access only), supports IT Governance, assists with strategic planning initiatives, and coordinates information security awareness initiatives.

Project Stages

Project Lifecycle

Project Stage

Project Activities

Proposal Definition and Initiation

Get Started by:

  1. Complete the Portfolio Request Form to request a project, OR
  2. Copy the IT Proposal and Project Sheet, complete the IT Proposal, Project Team and Status Update tabs, and share the sheet with it-projects@appstate.edu for the IT Implementation Group (ITIG) to review.  The ITIG reviews IT proposals to identify resource needs.  This review supports any IT governance review. 
Planning, Executing, Monitoring and Controlling
  1. Identify the project lead, team and confirm agreement on all project objectives, milestones, assumptions and risks
  2. Develop a project plan, communication plan, and support/training plan if needed
  3. Update the Status Update tab of the project sheet to report progress on project work (project health, report date, and any comments), at least monthly. 

Resources:  External purchase exceeding $5,000? Give Materials Management a Statement of Work to obtain competitive quotes

Closing and Evaluating

Evaluate whether project objectives and success criteria have been met

Resource: Lessons Learned

 Resources:  Microsoft Project Professional 2016 is available through the Software Center, and project tools like Asana, Basecamp, Smart Sheets, Trello Boards, and the visualization tool, Xmind, and polling tool, Polleverywhere.com, are available free online.  Lynda.com also provides training pathways:

Questions or Comments?  Contact us:

Julie Taubman, ITS Project Manager                                                                                    

taubmanjl@appstate.edu, 262-7981

 

Crystal Brooks, ITS Project Management Program Specialist & Security Awareness Coordinator

brooksct@appstate.edu, 262-3009

Definitions:
 Project: an endeavor to create a unique product, service, or result.  This includes all new campus technology applications and services, IT related policies and standards, and significant changes to existing infrastructure, applications and services or policies/standards. 

Project Charter: a document that formally establishes and authorizes a project given its objectives, conditions, costs, and risks.

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

Project Lead: lead and coordinate the project by:

  1. Completing a project proposal
  2. Assembling a project team to identify project objectives, milestones and develop a plan to achieve objectives and meet scheduled milestones
  3. Communicating and facilitating communication to keep team and stakeholders informed of project progress, issues, risks and changes
  4. Facilitating the completion of deliverables
  5. Updating the Status report - report date, milestone statuses, and overall project status
  6. Reporting any changes to the Technology Roadmap entry and working with ITS Communications and Change Management if needed 

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: provides the resources needed for the project, identifies campus needs regarding the project, champions the project to the institution and the stakeholders, and is accountable for enabling the success of the project. (PMBOK 5)

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 and requirements and can include: operations staff, functional managers, customers (e.g., faculty, staff, and students), users, and the project sponsor.