02.07 Milestone – a significant event in a project that occurs at a point in time. Certain project milestones should be submitted for inclusion into the IT Division’s milestone visibility process. 02.08 Project Sponsor – the person or group that provides the financial resources, in cash or in kind, for the project. 03. GUIDELINES AND PROCEDURES 03.01 Determination of the appropriate tier for a project shall be done by utilizing a rubric found . The vice president for Information Technology (VPIT) may make an exception to the tier of a project. 03.02 Each project tier has a specific set of minimum requirements as outlined in the table below. Requirements Tier 1/Strategic Tier 2/Key Tier 3/Local Business Case Summary Business case summary should be a one- to two-page document outlining the justification and relevance for the project, including any clear relationship to university and divisional goals and initiatives, opportunities and benefits, and pertinent design decisions. Business case summary should be a one- to two-page document outlining the justification and relevance for the project, including any clear relationship to university and divisional goals and initiatives, opportunities and benefits, and pertinent design decisions. Business case summary is encouraged but optional and most likely be included within the charter scope. Project Manager (PM) Assignment The Project Management Office (PMO) will provide PM services to the project at this The PMO will provide PM services to the project at this level unless a PM within a department that is more suited is identified. PM roles are assigned by the appropriate associate vice president (AVP). Project Charter The project charter shall utilize the IT Division’s standard charter template for Tier 1 and 2 projects. The project charter can be found . The project charter shall utilize the IT Division’s standard charter template for Tier 1 and 2 projects. The project charter can be found . The project charter shall utilize the IT Division’s standard charter template for Tier 3 projects. The
Project charter must be signed by all key stakeholders of the project and IT Council (ITC). Project charter must be signed by all key stakeholders of the project. charter can be found . Project Management Plan (PMP) A comprehensive PMP must be created and signed by the VPIT. Some elements of a PMP are required at the discretion and approval of the appropriate AVP. Only a project schedule is required. Chart with Dependencies The PM maintains accessible Gantt charts with task dependencies. The PM maintains accessible Gantt charts with task dependencies. Gantt chart is optional, but some method of schedule tracking must be implemented. Resource (Staff) Assignments The PMP must expand on the project charter to include individual resource assignments. All resources must sign off on their task commitments and schedules with approval from their immediate supervisor. The PMP must expand on the project charter to include individual resource assignments. Resources not in the chain of command of the sponsor (usually AVP) must sign off on their task commitments and schedules with approval from their immediate supervisor. This process is managed locally by the appropriate AVP. Marketing and Communications Campaign Plan A detailed marketing and communications campaign plan must be created, driven, and maintained by the IT Marketing and Communications coordinator as part of the project plan approval. A clear marketing and communications campaign plan must be created and approved by the IT Marketing and Communications coordinator as part of the project plan approval. At the discretion of the appropriate AVP, 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 as part of the PMP. An issues log must be maintained and available to the project team and ITC. This process is managed locally by the appropriate AVP. Project Milestone Pertinent project milestones meeting a criterion set by ITC must be applied to the divisional Project Milestone Chart. Pertinent project milestones meeting a criterion set by ITC must be applied to the divisional Project Milestone Chart. Milestones are at the discretion of the appropriate AVP or VPIT. Project Reporting A project progress summary report will be presented to ITC by the appropriate AVP monthly, to include any pertinent issues and mitigations. A written project status report will be provided to ITC monthly. Reporting can be done at ITC round table, when appropriate. Budget Approval The project budget must be introduced and approved by the VPIT as part of the business case summary and charter approval process. The project budget must be approved by the appropriate AVP if no additional funding is required. If additional funding is required, it must be approved by the VPIT. The project budget must be approved (or approval delegated) by the AVP of the area managing the project. Project Closure A formal project closure document including all the standard elements required is circulated for review and approval to the stakeholders and sponsors reflected in the charter. A formal project closure document including all the standard elements required is circulated for review and approval to the stakeholders and sponsors reflected in the charter. The sign-off completion process is managed locally by the appropriate AVP. 03.03 A project registry of open Tier 1 and Tier 2 projects shall be maintained by the PMO and made available to the ITC. 04. REVIEWERS OF THIS PPS 04.01 Reviewers of this PPS include the following: Position Date