pmo

Solution Delivery Life Cycle Process

I have my project initiated, what are my next steps in managing my project?

A project is defined as an approved IT investment supporting the University mission undertaken with a specific start and stop to create a unique product, service or result. Project Management is the application of knowledge, skills, tools and techniques to meet the stated project requirements and expected outcomes. Click on the tabs below to view key activities, and to download practice standards, templates, and examples associated with these phases of the project workflow.

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Managed Work Project - All IT projects up to $25,000

A managed work project is defined as a short-term, low-risk effort requiring less than $25,000 in labor and expenses meeting the definition of a project and can benefit from the application of project management knowledge, skills, tools and techniques to meet the expected outcome.

Fast Track Project - All IT projects up to $250,000

A fast track project is defined as a flexible, risk-based approach to managing IT investment up to $250,000 in labor and expenses. A complete business case, charter or project plan may not be initially required, but may be requested by sponsor, U Services IT Council, or determined to be needed by Project Manager.

Enterprise Project - All IT projects $250,000 and greater

An enterprise project is defined as a comprehensive cross-functional investment of more than $250,000 in labor and expenses that addresses the increased risk mitigation required with many stakeholders across several organizations. This project type is subject to U Services Leadership approval, therefore requiring complete and comprehensive business case, charter and project management plan.

Project Update Templates and Requirements

Assess the Project's Deliverables.

Monitor project progress, deal with issues and communicate to team, management, and stakeholders. Continually answer and communicate the questions of what has been done, what is being done and what is to be done next and by whom, and is the project at, ahead or behind schedule.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Monthly Status Report
Download the Work Aide.
.doc (920 K) 01-01-2012 Required Required
Change Control Request .doc (670 K) 01-01-2012 Required Required
Change Control Log .doc (680 K) 01-01-2012 Optional Required
Issues and Actions Log .xls (689 K) 01-01-2012 Recommended Required
Weekly Status Report .doc (691 K) 01-01-2012 Optional Required
Meeting Agenda Report .doc (65 K) 01-01-2012 Optional Required
Project Team Feedback Evaluation .doc (669 K) 01-01-2012 Optional Required

Initiate Phase Templates and Requirements

Initiate a New Project Idea.

The purpose of the Project Proposal is to provide a formal mechanism for recognizing, identifying and evaluating potential projects and to reach a consensus on which projects to be selected. Project origination is used to provide an orderly and efficient approach to suggesting, reviewing, and judging the merit of a new project idea before significant resources are committed as an official project. This will ensure that University Services is doing the right thing at the right time with all its resources.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Project Proposal in EPM www 01-01-2012 Required Required
Project Profile
Download an example of this document.
.doc (693 K) 01-01-2012 Required Required
Initiation Phase Checklist under review 01-01-2012 Required Required
Project Classification Worksheet .doc (725 K) 01-01-2012 Optional Optional
Business Case & Proposed Solution .doc (1.4 M) 01-01-2012 Optional Required
Cost Benefit Analysis .xls (739 K) 01-01-2012 Optional Required
Risk Assessment .xls (682 K) 01-01-2012 Optional Required
Executive Summary Impact Analysis
Download an example of this document.
.ppt (235 K) 01-01-2012 Optional Required

Plan Phase Templates and Requirements

Define and Plan the project.

To refine the original project proposal concept and communicate the detailed scope and requirements for the project, plan and estimate the work and costs involved and make trade-offs as necessary. Finally, to commit the organization to an agreed-upon balance among scope, time (schedule), and costs that will meet customer and University Services goals.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Fast Track Work Breakdown Structure .mpp (774 K) 01-01-2012 Required Not applicable
Enterprise Work Breakdown Structure .mpp (1 M) 01-01-2012 Not applicable Required
Project Charter .doc (751 K) 01-01-2012 Required Required
Project Plan Review Checklist .doc (743 K) 01-01-2012 Required Required
Target Stakeholder List .xls (671 K) 01-01-2012 Optional Required
Project Manager Authorization Letter .doc (692 K) 01-01-2012 Optional Required
Business Needs Assessment
Download an example of this document.
.doc (721 K) 01-01-2012 Optional Required
Resource Planning Worksheet .xls (754 K) 01-01-2012 Optional Required
Communications Plan .doc (770 K) 01-01-2012 Optional Required
Kick Off Meeting Template .ppt (278 K) 01-01-2012 Optional Required

Execute Phase (includes Monitor and Control) Templates and Requirements

Analyze | Design | Develop | Test | Deploy

Analyze: Determine the User Needs.

To define, document and organize the business, user and software requirements as detailed requirements in a way that can be understood by the business AND technical stakeholders and team members. Thoroughly review all work before moving to the next phase.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Analysis Phase Checklist .doc (1.4 M) 01-01-2012 Required Required
Business Requirements Document .doc (2.2 M) 01-01-2012 Optional Required
Requirements Traceability Matrix .xls (689 K) 01-01-2012 Optional Required
Requirements Review Workbook .doc (861 K) 01-01-2012 Optional Required
Business Process Flow .vsd (69 K) 01-01-2012 Optional Optional
Joint Application Design (JAD) Planning Meeting Workbook .doc (1 M) 01-01-2012 Optional Required
Joint Application Design (JAD) Session Facilitator Guide .doc (975 K) 01-01-2012 Optional Required
Vendor Statement of Work Template
Download an example of this document.
.doc (716 K) 01-01-2012 Required Required

Design: Translate User Needs into a Technical Solutions.

To determine, document and validate how all the user needs will be met using appropriate technology, automation and employee performance. Thoroughly review all work before moving to the next phase.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Design Review Checklist .doc (753 K) 01-01-2012 Required Required
Conceptual IT Architecture Review Checklist .doc (745 K) 01-01-2012 Required Required
Application Architecture Design
Download an example of this document.
.vsd (285 K) 01-01-2012 Required Required
System Architecture Design .vsd (194 K) 01-01-2012 Required Required
Technical Design Specification .doc (1.7 M) 01-01-2012 Optional Required
Implementation Plan .doc (1.4 M) 01-01-2012 Optional Required
Report Design Specification .doc (775 K) 01-01-2012 Optional Required
IT Architecture Review .xls (674 K) 01-01-2012 Optional Required

Develop: Build the Proposed Solution.

To fulfill the requirements and technical design as documented. Includes code development and includes the development of other project needs such as user materials and training and implementation planning. Thoroughly review all work before moving to the next phase.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Code Review Checklist under review 01-01-2012 Required Required
Implementation Plan Checklist under review 01-01-2012 Required Required
Quality Assurance Test Plan .doc (813 K) 01-01-2012 Required Required
Training Plan .doc (698 K) 01-01-2012 Optional Required

Test: Confirm the Solution about to be Delivered.

To provide process improvement and testing quality assurance. To identify and document all quality issues around the developed work product and facilitate decision making based on the defects and issues. Thoroughly review all work before releasing to the end users.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Test Planning Checklist .doc (763 K) 01-01-2012 Required Required
Test Script Template .xls (50 K) 01-01-2012 Optional Required
Test Script Summary .xls (51 K) 01-01-2012 Optional Required
User Acceptance Sign Off .doc (699 K) 01-01-2012 Required Required
SharePoint Defect Tracking List This list contained in your EPM project SharePoint site. Recommended Required

Deploy: Transfer thE Deliverables to Customers.

To ensure the deliverables are ready to be deployed, the users are ready for the deliverables and the organization is ready to support the users. Also includes a stabilization or ‘warranty’ period prior to client acceptance.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Service Level Agreement Template
Download an example of this document.
.doc (121 K) 01-01-2012 Required Required
Deployment Readiness Assessment Checklist .doc (714 K) 01-01-2012 Required Required
Service Level Agreement Checklist .doc (717 K) 01-01-2012 Required Required

Close Phase Templates and Requirements

Finish the project.

To close out the project by: capturing lessons learned, celebrating success, handing off and archiving project materials and releasing team members for other projects.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Close Out Report .doc (679 K) 01-01-2012 Required Required
Project Scorecard under review 01-01-2012 Required Required
Lessons Learned Meeting Report
Download an example of this document.
.doc (705 K) 01-01-2012 Required Required
Lessons Learned Survey
Download an example of this document.
.doc (735 K) 01-01-2012 Optional Required

Validate/Benefits Realization Phase Templates and Requirements

Conduct a Benefits Realization Review of your Project.

Project Work Aid or ArtifactDownload TemplateVersion ReleasedRequired Project Deliverable for:
Fast Track ProjectEnterprise Project
Executive Summary Impact Analysis
Download an example of this document.
.ppt (235 K) 01-01-2012 Optional Required
Cost Benefit Analysis .xls (739 K) 01-01-2012 Optional Required
Lessons Learned Survey
Download an example of this document.
.doc (735 K) 01-01-2012 Optional Required