ITS Project Management Framework This document provides an overview of the Project Management Framework for University of Maine System (UMS) Information Technology projects. The framework provides a standardized method to identify, classify, document and manage IT projects. It is designed to scale project management to the project s degree of compleity and risk, ensuring all projects receive just the right amount of project management. Idea/ As new ideas for technology projects are submitted to the ITS Project Management Office for consideration, they are classified using the Compleity and Risk Assessment model which scores factors to determine compleity and risk. A Classification matri is then used to determine the idea s Classification Level. This process ensures ideas are reviewed, prioritized, and then implemented in a standardized and consistent manner. Based on an idea s classification level, different combinations of reviewers, activities and outputs will be involved starting with the project review/approval process through task or project completion. The matri scores factors that measure an idea s degree of compleity and risk. The factors used to determine an idea s degree of compleity are: Clarity of scope Estimated duration Estimated resources Estimated cost The factors used to determine an idea s degree of risk are: Number of systems involved Number of customers affected Team eperience with technology Nature of data Project deadline There are three Classification Levels: Level 1, Level 2, and Level 3. Level 3: indicates high degree of compleity and risk. Requires complete review through project governance process and detailed analysis and documentation of procedures. Level 2: Indicates less compleity with medium-to-low risk Level 1: Indicates low-level compleity and risk Level 0: Indicates very low-level compleity and risk. Will not be added to Project Portfolio. ITS Idea Classification Overview Page 1 of 6 April 8, 2013
Project Review & Approval Process As Classification Level increases, so does the epected internal levels of project approval. Review & Approval Matri Classification Level Department Head/Supervisor Campus IT Director SSSC CIO IT SMC SSAC 0 Approve Approve Approve 1 Approve Approve Approve Consult Consult 2 Approve Approve Consult Inform 3 Approve Approve Approve Approve Project Life Cycle Activities and s Every project progresses through a lifecycle of five phases where the work of the project is defined, planned, developed or eecuted, and finally completed. Each phase is a manageable piece of work with at least one clear deliverable or output. The activities required for each phase and the number of outputs varies depending on the project s classification level. For eample, a project classified as level 1 will require fewer phase outputs than a project classified as level 3. Phase One > IDEA The idea phase is when an idea for a project is proposed, classified and approved. See the Project Approval Matri for. Information about approved projects is regularly updated and available for viewing from the ITS Project Management website at: http://www.maine.edu/system/its/itspmo.htm. Idea Phase Requirements 1. Submit Project Idea Form Idea Form 2. Classify Idea/ Level 3. Submit PIF for Review, Approval and Prioritization PIF 3. * Submit Business Case for Review, Approval and Business Case Prioritization *Determined by University of Maine System Business Case Process for Information Technology Projects APL. ITS Idea Classification Overview Page 2 of 6 April 8, 2013
Phase Two > INITIATING The Initiating phase is when the project sponsor proceeds to fully describe the project scope and prepare the project charter. The major deliverable of the phase is the project charter, which (1) identifies the stakeholders, (2) defines the project timeframe, (3) describes the rationale for the project and (4) establishes measures of success. The phase concludes when the sponsor signs off on the charter, signaling that the project manager may begin the detailed planning work required in the net phase. Initiating Phase Requirements 1. Secure Sponsor 2. Assign Project Manager 3. Develop, Approve Project Abbreviated Project Charter Charter Project Charter 4. Data Security Assessment? 5. *Develop, Release, Review, Select RFP RFP **Vendor Contract **Procure software/hardware *If required by University of Maine System Purchasing Procedures APL. **Where applicable Phase Three > PLANNING The Planning phase builds on information captured in the Initiating phase and is traditionally considered the most important. It is imperative that project teams do not minimize or overlook planning activities and, as a result, prematurely begin development activities. A well-developed and holistic project plan helps ensure that the project is successfully completed on time and on cost with limited surprises and deviations from the originating charter. The project plan must consist of the schedule and resources for the project, budget requirements, performance measures, and clear actions for managing change, risk, and communications. The phase concludes with a sponsor-approved project plan. Planning Phase Requirements ITS Idea Classification Overview Page 3 of 6 April 8, 2013
1. Conduct Planning Kick-off Meeting 2. Plan Schedule & Resources WBS Project Schedule Resource Plan Budget Plan 3. * Develop Supplemental Project Performance Plan Plans Risk Management Plan Change & Configuration Management Plan Procurement Plan Communications Plan Training Plan Testing Plan Security Management Plan Quality Management Plan 4. Reporting Requirements Sponsor Level 5. Compile Project Plan Summary Project Plan Project Plan 6. Approve Project Plan Sponsor Level *Required supplemental plans to be determined by project manager. ITS Idea Classification Overview Page 4 of 6 April 8, 2013
Phase Four > EXECUTING & CONTROLLING With an approved project plan, a project can move into the Eecuting and Controlling phase. This phase is where the project team completes the tasks outlined on the project schedule and develops the project deliverable(s). To track the work, the team delivers status reports, monitors and reports on issues and risks, creates change requests, conducts procurement activities and updates project planning documents when necessary. The Eecuting and Controlling phase concludes with a completed project deliverable that is accepted by the users and the sponsor. Eecuting & Controlling Phase Requirements 1. Conduct Kick-off Meeting 2. Eecute Project Tasks 3. Project Communications Status Report Management Meeting Agenda Meeting Minutes 4. * Manage Procurement Procurement Documents 5.Manage Data Security Security Assessment Log 6. Track/Manage Project Issues, Risks Issue and Risk Logs 7. Conduct Project Change Change Control Request Management Change Request Log 8. Reporting Requirements Sponsor Level 9. Accept Project User Acceptance Testing CISO Acceptance Sponsor Acceptance *To be determined by project team. Phase Five > CLOSING ITS Idea Classification Overview Page 5 of 6 April 8, 2013
The Closing phase is necessary in order to complete the project life cycle. Conducting the activities of the Closing phase is vital to continuous improvement efforts and successful transition of the project deliverable to operations. After achieving acceptance of the deliverable, the project team documents lessons learned and archives project documentation for future use. The project manager transfers the project deliverable to operations and support staff, who will maintain it as an operational activity. Finally, the project team celebrates and disbands. Closing Phase Requirements Name 1. Conduct Closeout Activities 2. Create Closeout Documentation Lessons Learned Project Closeout Report 3. Archive Project Artifacts 4. Reporting Level Sponsor Level 5. Transition to Operations Staff ITS Idea Classification Overview Page 6 of 6 April 8, 2013