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IT/PPS 04.10 - IT Division Project Management

IT Division Project Management

IT/PPS No. 04.10
Issue No. 1
Effective Date: 4/26/2017
Next Review Date: 4/01/2018 (EY)
Sr. Reviewer: Vice President for Information Technology

  1. PURPOSE

    1. This policy establishes Information Technology Division project management protocols.
  2. DEFINITIONS

    1. Tier 1 Projects (Strategic Projects) – the most complex projects and the most visible ones to the campus community. Additionally, these projects are resource intensive, and utilize resources from multiple areas within and external to the Information Technology Division. Therefore, these projects should exhibit the most stringent level of project management to ensure success throughout the duration of the project. Identification of a project as a Tier 1 project is at the discretion of the vice president for Information Technology.

    2. Tier 2 Projects (Key Projects) – usually highly visible projects within the campus community. These projects may or may not utilize resources from multiple areas within or external to the Information Technology Division. Therefore, these projects should exhibit a strong level of project management to ensure success throughout the duration of the project. Identification of a project as a Tier 2 project is at the discretion of the vice president for Information Technology.

    3. Tier 3 Projects – represent the majority of projects undertaken by the division and are also known as local projects. These projects are typically executed within a single area of the organization, have a limited impact, or narrowed scope to the campus community or the division, making significant or noticeable outcomes to specific university populations rather than the university population at large, and typically have more flexible or self-imposed timelines. Tier 3 projects will typically align with the “PM Light” process established by the Department of Information Resources.

    4. Project Management Body of Knowledge (PMBOK) – the definitive source of project management practice as defined by the Project Management Institute (PMI).

    5. Gantt Chart – as defined by the PMBOK, is a graphic display of schedule-related information. Also called a bar chart.

    6. Project Management Plan – as defined by the PMBOK, is a formal, approved document that defines how a project is executed, monitored, and controlled. It may be a summary or detailed, and may be composed of one or more subsidiary management plans and other planning documents.

    7. Project Sponsor – as defined by the PMBOK, is the person or group that provides the financial resources, in cash or in kind, for the project.

  3. GUIDELINES AND PROCEDURES

    1. Each project tier has a specific set of requirements. Determination of which tier a project would fall, when not evident, should be done by the appropriate assistant or associate vice president (AVP). If desired, the AVP may bring the category up for discussion and determination by the Information Technology Council (ITC). Projects must fulfill the requirements of that categorized project tier.

      Requirements Tier 1 / Strategic Tier 2 / Key Tier 3 / Local
      Project Charter Charter should be comprehensive, and include all necessary items. Charter must be signed by all key stakeholders of the project. Charter should be comprehensive, and include all necessary items. Charter must be signed by all key stakeholders of the project. Charter is usually an abridged version of those required by Tier 1 and Tier 2 projects.
      Business Case Summary Business case summary should be a 1-2 page document outlining the business case for the project, including any pertinent design decisions. Business case summary should be a 1-2 page document outlining the business case for the project, including any pertinent design decisions. Business case summary is optional and most likely would be included in the charter.
      Project Management Plan A project management plan must be created and signed off by the vice president. A project management plan is optional at AVP discretion and signed off by the AVP. No project management plan is necessary.
      Gantt Chart with Dependencies The project manager must produce and maintain detailed Gantt charts with task dependencies. The project manager must produce and maintain detailed Gantt charts with task dependencies. Gantt chart is optional.
      Resource (staff) Assignments The project plan must include individual resource assignments. Resources assigned to the project must sign off on their task commitments and schedules with approval from their immediate supervisor. Resources assigned to the project must sign off on their task commitments and schedules with approval from their immediate supervisor. This process is managed locally by the AVP.
      Marketing and Communications Campaign Plan A detailed marketing and communications campaign plan must be created. It is led by and approved by the Information Technology Marketing and Communications coordinator as part of the project plan approval. A detailed marketing and communications campaign plan must be created. It must be approved by the Information Technology Marketing and Communications coordinator as part of the project plan approval. A marketing and communications plan must be created as part of the project planning process.
      Issues Log An issues log must be maintained and available to the project team and ITC. An issues log must be maintained and available to the project team and ITC. This process is managed locally by the AVP.
      Project Milestone At least one milestone must be applied to the division Milestone chart. At least one milestone must be applied to the division Milestone chart. Milestone may be required.
      Project Reporting A project summary report will be presented to ITC on a monthly basis, which includes the issues log. A project status report will be provided to ITC on a monthly basis. Reporting can be done at ITC round table.
      Budget Approval The project budget must be approved by the vice president for Information Technology as part of the charter approval process. The project budget must be approved by the AVP of the area managing the project if no additional funding is required. If additional funding is required, it must be approved by the vice president for Information Technology. The project budget must be approved (or approval delegated) by the AVP of the area managing the project.
      Project Sign Off A formal project sign-off is required. The sign-off includes detail regarding project goals and whether they were met or not met. A formal project sign-off is required. The sign-off includes detail regarding project goals and whether they were met or not met. The sign off completion process is managed locally by the AVP.
    2. An inventory of open Tier 1 and Tier 2 projects shall be maintained by the Office of the Vice President for Information Technology and made available to the ITC.

  4. PROJECT MANAGEMENT TOOLS

    1. This policy does not dictate the use of any specific electronic project management tools. Appropriate tool selection is the decision of each AVP or department head. However, the division should work together to standardize when possible.
  5. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Vice President for Information Technology April 1 EY
      Information Technology, Marketing and Communications Coordinator April 1 EY
      Assistant Vice President for Information Technology, Business Operations April 1 EY
      Associate Vice President for Instructional Technologies Support April 1 EY
      Associate Vice President for Technology Resources April 1 EY
      Associate Vice President for University Library April 1 EY
  6. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

    Vice President for Information Technology; senior reviewer of this PPS