1. IT Project Request
UNF
February 2015

2. Structure of Presentation
Overview & Purpose
IT UNF
Project Management Office Overview
Mission/Vision
Business Function and Purpose
Detailed Walkthrough of Request Process

3. IT Governance @ UNF What is IT governance?
Gartner defines IT governance as:
the processes that ensure the effective and efficient use of IT in enabling an organization to achieve its goals.
the process by which organizations ensure the effective evaluation, selection, prioritization, and funding of competing IT investments; oversee their implementation; and extract (measurable) business benefits.
business investment decision-making and oversight process, and it is a business management responsibility.

4. IT UNF
UNF accepts the Gartner definition of IT Governance with the exception of the funding responsibility, which continues to lie within the individual university departments and is embedded in the university budget process.
UNF also accepts the idea that portfolio management is implied as a part of the governance process responsibility.

5. IT Governance @ UNF Who is responsible for IT governance?
The Information Technology Governance Committee (ITGC) is the ultimate authority over all IT project requests.
ITGC consists of the Vice Presidents of each division of UNF and the university CIO
The Project Management Office serves as staff to the committee facilitating the above defined process.

6. IT Governance @ UNF When does the ITGC Meet?
ITGC meets currently on a monthly basis to review the entire portfolio of IT projects.
On an ad-hoc as needed basis to address IT governance issues that are time sensitive.

7. IT Governance @ UNF What goes to the ITGC? Everything.
The ITGC expects to see everything that is being worked on using ITS resources.
Unplanned emergency maintenance issues aside, there are NO exceptions to this expectation.

8. IT Governance @ UNF ITGC receives information on:
Completed Projects since previous meeting
Strategic Projects Update
FYI Projects (ITGC FYI List)
Hold Projects (ITGC Hold List)
Potential Projects (ITGC Watch List)
Projects needing a decision (ITGC Request Review)

9. IT Governance @ UNF What goes to the ITGC for a decision?
Requests have one or more of the following characteristics:
Greater than or equal to 80 hrs. of IT resource time
Viewed as high risk
Viewed as highly visible (internally/externally/both)
Have a substantial financial commitment
Strategic opportunities
At the request of a divisional VP; and/or
Discretionary (and one of the other criteria listed)

10. Project Management Office
Mission Statement
Through dedication and leadership, the Project Management Office will provide expert services, facilitate governance, and promote the value of project management and business analysis across the University of North Florida.

11. Project Management Office
Organizational Values
Live the OTUBIS+ Commitment
Positive Intent
Share the Knowledge
Promote Collaboration and Teamwork
Infinite Quest for Knowledge

12. Project Management Office
Project management and business analyst experts applying a proven set of disciplines ultimately clarifying purpose and improving outcomes for the university.
Responsible for the coordination of further collective investigation of submitted requests.

13. Project Management Office
Responsible for end-to-end customer communication regarding the status and ultimate outcome of a project request.
Responsible for the consolidated packaging of project requests for ITGC review.
Support the ITGC in defining strategic portfolio priorities for UNF IT investment.

14. Project Management Office
Responsible for the management and oversight of the implementation for selected university projects.
Responsible for providing consultative project management/business analysis services to the campus community.

15. IT REQUEST PROCESS WALK THROUGH

16. UNF IT Project Process A few things to note:
Use the arrows on each slide to navigate the presentation
More information is available by clicking in different process steps
NOT ALL STEPS HAVE ADDITIONAL INFORMATION
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17. Idea/Request Identified
UNF IT Project Process
Idea/Request Identified
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18. Define the Request/Idea
Process starts with the identification of an idea or request which has characteristics such as:
Significant IT Maintenance or Change
New Application Implementation or Development
Enhancement of Existing Production Software Application
Replacement of an existing software application;
Modification of an existing production software application
This is not intended to be all inclusive but rather provide guidance on the types of ideas which would require an IT request to be made.
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19. Define the Request/Idea
If the request asks for a routine service to be performed such as:
A production software application is not working as expected;
A telephone, new line added, or removed request;
Information such as a report (creation or modification);
Desktop/laptop/tablet problem or error;
Desktop/laptop/tablet install/update; or
User Security/Access
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20. Request is addressed through ITSR Process
STOP!!!
Request is addressed through ITSR Process
(TeamDynamix)
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21. PMO works with requestor
UNF IT Project Process
Help? Y
PMO works with requestor
Process Starts
Request Submitted N
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22. UNF IT Project Process N Process Ends Y Back Next Y Not Required
Approve?
Director or
Chair Review N
Process
Ends Y
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Dean/AVP Review?
Next Y
Approve?
Not Required
Not Required N
Process
Ends Y

23. PMO Completes Internal Review Form
UNF IT Project Process
ITS Internal Review*
FYI to Div. VP
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Requires ITGC Review?
FYI Project
Process Begins N
Next Y
PMO Completes Internal Review Form

24. PMO Places Request on ITGC Agenda
UNF IT Project Process
Divisional IT
Designee Review
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Approve?
Process
Ends N
Next Y
PMO Places Request on ITGC Agenda

25. Project Management Process Begins
UNF IT Project Process
Approved By
ITGC?
Process
Ends N Y
Project Management Process Begins
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26. To learn more about UNF’s PMO visit our website @ www. unf
To learn more about UNF’s PMO visit our or Send an to

27. Director/Chair Approval
Optional
Many Chairs or Directors will enter requests on their own behalf
Unrequired step in the process
Can cause confusion when required
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28. Dean/AVP Approval Optional Some may request on their own behalf
Unrequired step in the process
Can cause confusion when required
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29. ITS Internal Review
Project Management Office acts as overall coordinator of ITS Internal Review
Enterprise Systems, Network Services & Security, User Services, Academic Technology, Communications are notified at the management level (Director, AD, manager);
All teams are required to review the request and provide input into:
Estimating total amount of ITS resources needed;
Determine if the current ITS portfolio already provides a solution;
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30. ITS Internal Review
All teams are required to review the request and provide input into:
Notate significant risk in proceeding with a request. Risk may include:
Limited prior application experience
New implementation of application
Significant organizational change/interaction
Interdependencies with other projects/resources
Not all teams are impacted by all requests
Further investigation can result from this ITS internal review process
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31. ITS Internal Review
ITS reviewers should specifically note when more information is needed to better understand the request.
This is PMO’s cue to contact the requestor for a follow up conversation to take place.
PMO’s internal goal is to have requests with sufficient information reviewed within 5 business days.
Requests without sufficient information should be reviewed with the requestor for more information within 10 business days.
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32. ITGC Selection
Requests which meet one or more of the following characteristics have a detailed project analysis applied to them by PMO staff.
Requests that DO NOT have at least one of the above characteristics DO NOT go before the ITGC for formal review.
Requiring 80 hours or more of IT time
Considered high risk
Highly visible (internal/external/both)
Strategic opportunities
Substantial financial commitment
Discretionary (plus one other)
@ Committee member discretion
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33. ITGC Review
ITGC meets once a month to take up consideration of reviewing and approving request which have “matured” since their previous meeting.
Requests must have completed the entire review process at least 7 days prior to the scheduled meeting of the ITGC
This allows committee members to review requests brought to their attention.
The ITGC may not vote on every request, but they are made aware of every request and reserve the right to suspend continuation of work on any given project.
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34. FYI Project Process
FYI Project Process begins with PMO confirming the following information:
Project Manager/Project Coordinator (Functional)
ITS Point of Contact
Estimated Number of IT Hours
Resource Teams Impacted
Once the above is confirmed PMO creates a new ADR#
PMO then contacts requestor, ITS Point of Contact, and others as appropriate indicating the request can move forward
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35. FYI Project Management Expectations
Complete and formal project management documentation is not expected for these types of projects.
The functional owner and ITS point of contact may benefit from completing the following documents:
Charter (Lite)
Statement of Work
Project Plan (Lite)
Requirements Document
For FYI projects not managed by PMO staff, project documentation should be forwarded to the PMO for archival purposes upon its completion.
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36. FYI Project Management Expectations
Once the project starts, if estimated IT resource hours are expected to change and exceed the original estimate by 20% or more, the project manager/coordinator must notify PMO as to the changes causing this required work.
Project manager/coordinator should update ADR estimate but put in the ADR the original estimate and the date of change.
May be required to participate in monthly project status meetings.
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37. Project Management Process
Project Management Process begins with PMO confirming the following information:
Project Manager/Project Coordinator (Functional)
ITS Point of Contact
Estimated Number of IT Hours
Resource Teams Impacted
Once the above is confirmed PMO creates a new ADR#
PMO then contacts requestor, ITS Point of Contact, and others as appropriate indicating the request can move forward.
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38. Project Management Expectations
Complete and formal project management structure is expected, depending on the size of the request.
80 hours or less should follow the FYI process
APPROVED projects are expected but not required to follow standard Project Management Institute (PMI) practices through the various phases of the project.
Project management documentation is strongly recommended and in some cases will be expected by the ITGC.
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39. Project Management Expectations
The person identified as the “project manager”:
Is responsible for seeing the project through to completion
Ensuring project management documentation (as needed) is complete
Provides monthly status updates to the PMO for reporting to ITGC
Required to participate in monthly project status meetings.
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40. Project Management Expectations
Project management documentation may include but is not limited to the following:
Business Case/Feasibility Analysis*
Project Charter*
Stakeholder Register/Management Plan*
Project Plan consisting of the following management components:
Issues/Change Control Management plans*
Lessons learned/Project Closeout documents*
NOTE: Items listed above with an * should be viewed as very helpful for most projects.
Scope*
Time (Schedule)*
Cost
Quality
Human Resources
Communications*
Risk*
Procurement
Stakeholder
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41. Project Management Expectations
Once the project starts, if estimated IT resource hours are expected to change and exceed the original estimate by 20% or more, the project manager/coordinator must notify PMO as to the changes causing this required work.
Changes in work estimates of 20% or more require the ITGC to be notified
Project manager/coordinator should update ADR estimate but put in the ADR the original estimate and the date of change.
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