IT Portfolio and Project Management - Project, Project Lite, and Opportunity Requests

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Definitions

  • IT Project – IT Projects are for projects that require more support from across the unit and may be more complex. In most cases, a Project Manager is required. These projects require Executive Team review and endorsement before proceeding beyond the planning stage.
  • IT Project Lite – IT Project Lites are for smaller projects that are well understood or may be handled within a single IT unit. These projects can be started immediately after the request is submitted.
  • Opportunity – Opportunities are ideas for improvement identified by staff, usually to meet our Stewardship & Sustainability goal in the 2030 Strategic Plan. The Opportunity Review Request triggers a review with the requestor and a Portfolio Management Team resource to review and expand the opportunity and its benefits into a format that can be considered by leadership as a potential activity or effort.

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Purpose

  • IT Project Request – The IT project request is used for initiatives requiring changes to IT Service operational and delivery components. These requests are reviewed by the Portfolio Management team to assign the appropriate service owner to complete an IT assessment to identify the information required for decision-making.
  • IT Project Lite – The IT project lite request is used for small, well-understood initiatives requiring changes to IT service operational and delivery components. These projects do not require review and can begin immediately with the Functional Lead identified in the request assigned as the Project Manager.
  • Opportunity – An opportunity request is created when a team member has an idea that may help the institutional strategic plan related to Stewardship & Sustainability. The primary goal is to identify low value services, products, and activity that can be retired, consolidated, or adjusted.

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When to use

  • IT Project – Projects handled within IT without a specific business sponsor that are complex enough to require support from multiple teams and likely require an IT Project Manager to support delivery.
  • IT Project Lite – Projects within an IT Unit that is generally, small, well-understood, and limited in scope and support required.
  • Opportunity – When someone identifies an improvement that can be made to meet Stewardship and Sustainability goals but is not sure of how to get started with a solution.

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How to use

Complete the appropriate request form utilizing the instructions in the form:

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Process Steps

  • IT Project
    • Complete request form (link)
    • Portfolio Management team will identify assessment owner (usually the primary service owner) and provide direction on completing IT Assessment
    • Assessment is completed
    • Leadership review is done (this may be full Executive Leadership Team or a subset) to approve request to proceed with planning
  • IT Project Lite
    • Complete request form (link)
    • Project is created with Functional Lead from request form as Project Manager
  • Opportunity
    • Complete request form (link)
    • Portfolio Management team member will reach out and schedule a review
    • Complete an opportunity template of elaborated idea
    • Share opportunity with appropriate executive for decision and next steps

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Roles & Responsibilities

  • Requestor
    • Complete appropriate form
    • Participate in process to assess project or elaborate idea
    • Manage project lite if requestor is also the functional lead/project manager for the project lite
  • Portfolio Management Team
    • Manage project request reviews and processes
    • Support IT assessment process
    • Support elaboration of opportunities
  • Business & IT Stakeholders
    • Give input into IT assessments as needed
    • Give input into opportunity reviews as needed
  • IT Executive Leadership Team (ELT)
    • Review/approve IT Project requests as appropriate
    • Review and provide decision on opportunity requests

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Questions/Assistance

Complete a Portfolio Management Assistance request (link).

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