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Greetings!

 

Texas Tech University System Information Systems is working to revamp the website our customers use to initiate project requests.  Would you be willing to share the website, paper document, or just the information you collect at project initiation?  If it’s easier to share a larger part of your project management process, that’s even better! 

 

Thanks and best regards,

 

Linda Ricks

 

Managing Director, Information Systems

Texas Tech University System

 

Box 41095

Lubbock, Texas  79409-1095

806.834.5151 (T)

806.742.1366 (F)

 

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

University of North Florida would be interested in hearing about this topic as well.

 

Michael Biagini

Director

Project Management Office

University of North Florida

 

Roosevelt University is also interested!

 

Elizabeth

 

Elizabeth A. Thomas | Roosevelt University | Assistant Vice President - Project Management Office, ITS | 430 South Michigan Avenue | Chicago, Illinois 60605

 

Hello,

 

At Loyola, we have a simple form located at http://www.loyola.edu/department/technologyservices/projects/submit.aspx.  Anyone can submit a project proposal. We will contact the advocate who submitted the proposal if we need more information about their proposal and also to hear about what they are looking for in their own words, not on paper.  From that point we have a project scoring worksheet that someone in our department who is familiar with the project request will investigate and estimate the effort, cost, and resources that would be involved in the project.  Their scoring worksheet is then brought to a larger project scoring body who will complete the scoring of the project for its impact and risk involved.  A 4-6 line schedule is created to setup placeholders of when resources would be needed and a project manager is assigned. 

 

This was a quick, high level overview of when a new project proposal comes in and the basic workflow of what happens. Hope this is the type of information you were looking for, and can always give more detailed information about our portfolio formation process.

 

Thanks!

 

Scott

 

------------------------------------------------------------------------

Scott Sax, MBA, PMP, PMI-RMP

Associate Director

Project Management Office - Technology Services

Loyola University Maryland

4501 N. Charles Street

Baltimore, MD 21210

sssax@loyola.edu

Office - (410)617-5403

Fax - (410)617-5130

http://www.loyola.edu/ots

 

Security Alert: Loyola Technology Services will never ask for your password.  Please do not share it with others.

 

 

 

 

All,

 

I am attaching a very ‘tough-in-cheek’ example of our project proposal format. We collect the information through a website and we have this example on the site to help submitters become aware of what information they will be asked to provide.

 

Paula J Wedemeyer, MSIM

Manager, ITS Project Management Office

Information Technology Services

 

Ithaca College

953 Danby Rd. | Ithaca, NY 14850

607.274.5111 office | 607-793-0136 mobile

pwedemeyer@ithaca.edu | http://www.ithaca.edu/its/pmo

 

"Running a project without a Work Breakdown Structure is like going to a strange land without a roadmap."

J. Phillips

 

Enclosed is our Project Charter facilitator’s guide. Hope this is helpful.

 

Hi Linda,

Below is a link to our Boston College’s PMO website which has our Business Case and Project Charter documents.

Business Case if required for any non-infrastructure projects that either require Capital funds.  Project Charters are also required for any project that either is >2 man months, crosses ITS/BC departments or requires capital funding.

http://www.bc.edu/content/bc/offices/its/pmo/templates.html

 

Let me know if you have any questions or would like to talk to us further.

 

Chuck Greulich

ITS PMO

Boston College

617-552-1130

chuck.greulich@bc.edu

 

 

 

 

At Nazareth College, we collect basic information through our web based project initiation tool which includes the department, the requester, description, date needed, resources needed and the performance measurement for assessment purposes.  

At the beginning of each month, I meet with the IT Managers to review the newly submitted projects and triage them to the appropriate area (Network Team, Web Team, Applications Team) and assign the project lead.  We then meet with the Director's of each division on a monthly basis and they prioritize the projects they would like us to focus on for the project cycle (we work in 4  month project cycles that aligned with the academic calendar).  We also use these meetings to report on project status throughout the project cycle.  

Once the projects are prioritized, we generate a statement of work and the project plan.   This is also we firm up resourcing.

*************************************
Chuck Ray, PMP
IT Project Manager
Nazareth College
585-389-2105
cray9@naz.edu

From: "Linda Ricks" <LINDA.RICKS@TTU.EDU>
Sent: Thursday, September 19, 2013 3:51:42 PM
Subject: Project Initiation

Greetings!

 

Texas Tech University System Information Systems is working to revamp the website our customers use to initiate project requests.  Would you be willing to share the website, paper document, or just the information you collect at project initiation?  If it’s easier to share a larger part of your project management process, that’s even better! 

 

Thanks and best regards,

 

Linda Ricks

 

Managing Director, Information Systems

Texas Tech University System

 

Box 41095

Lubbock, Texas  79409-1095

806.834.5151 (T)

806.742.1366 (F)

 

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Currently we gather our project request through the following pdf to get a project into initiation.   We are evaluating new PM tools at this time so this may change in the near future. 

 

 

http://www.angelo.edu/services/project_management/documents/Project%20Proposal%20Submission.pdf

 

 

 

Chris Steele
Technical Services Analyst, Information Technology

Angelo State University

Member, Texas Tech University System

ASU Station #11020

San Angelo, TX 76909-1021

Phone: (325) 486-6204  

csteele@angelo.edu

 

 

 

 

Thanks, Chris!  We were just saying this week we needed to see what ASU does, since you have such a successful PMO!

 

L

 

Ricks, Linda would like to recall the message, "[PROJECT] Project Initiation". ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

So I would like to add to the discussion with UNF’s current intake form both from the end-user’s perspective (UNF Request Form) and then from the PMO perspective (Completed UNF Request Form).  The process is facilitated through an InfoPath 2013 form sitting on SharePoint 2010 backend with workflow tied to each of the review steps.  Each dropdown selection is tied to a different score which is then calculated as a ratio relative to the importance of the evaluation criteria as determined by UNF’s Information Technology Governance Committee which consists of all of the VPs from each of the divisions within the university.

 

I would like to explore more of the operational aspects of the request process a little further with the group.  Interested in the following (and if this might be more appropriate as a potential topic for the group conference call – that will work too):

 

-          How does everyone classify a “project” versus say a large scale maintenance item (i.e. is there a certain hour threshold which triggers “project”?)  To take that to the next thought, if it’s not a project, then what is it and how would a department/staff member/faculty member request it?

-          Does the university IT organization try and work on each and every request (regardless of whether there is a mandate or alignment with strategy)?

-          To the previous point, who says “no” and maybe a better question is does your university say “no”?  Or is it an infinite “hold”?

-          To what extent do requests go through your organizational governance process?  To take that question a step further, does governance exist at a university level for most, or is it confined within the IT vertical as to what gets selected to be worked on?

-          Finally (and I do sincerely apologize for the number of questions) – operationally how does your IT organization work on projects?  Is it a matter of slipping in smaller requests within the slack time of larger projects, or is there a focus on each request from beginning to end?

 

Again, my apologies for the number of follow up questions, but as a fledgling PMO trying to work through many organizational change issues, these are the kinds of questions that as a university we are working hard to find ways to be successful.

 

Many thanks,

Michael Biagini, PMP

Director

Project Management Office

University of North Florida

 

I should follow up and say that the initial request is gathered though our Numara Footprints application in the form of a REQUEST_FOR_CHANGE(RFC). There are required documents prior to creating a project charter and I have included those, along with a high-level diagram of our overall process.

 

Hi Linda,

 

Here’s our project web site, which has a link to our Project Request form.

http://www.csuci.edu/tc/projects/

 

We also have a video which provides an overview of our project process here:

http://www.csuci.edu/tc/projects/it-project-process.htm

 

Our aim is to make our project request process as seamless as possible, so regardless of whether the request comes in by phone, email, in person, or via the request form, it’s tracked in the same consistent and transparent way.

 

Thanks
Peter

 

___________________________

Peter Mosinskis

Director of IT Strategy

Division of Technology & Communication (T&C)

California State University Channel Islands (CI)

One University Drive

Camarillo CA 93012 USA

http://www.csuci.edu

 

peter.mosinskis@csuci.edu

o: +1 805-437-8587

 

PLEASE SUBMIT ALL NEW WORK REQUESTS TO THE T&C HELP DESK:

call 805-437-8552 or email helpdesk@csuci.edu

 

Very nice.

 

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