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Objective
Project requests may create notifications to the PPMO for follow-up. This document highlights what is happening and how the PPMO should respond to the notifications.
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What’s New?
Project requests will include planning requests (projects identified for review and consideration in the Annual Planning requests) and department project requests that may require additional consultation/support for:
- Funding needs
- Resource needs
- Enterprise Architecture (EA) review
Future planning requests will require PPMO review. In most cases, the PPMO will ask the requestor to complete a project assessment to gather information to justify the project so it can be added to the roadmap.
Requests for additional support on department projects will be sent to the PPMO so the PPMO can provide guidance on the following:
- Funding needs will trigger reminder on how to complete a special funding request
- Resource needs will trigger review of services impacted and identification of resources and/or stakeholders within MSU IT the project should engage
- Enterprise Architecture impacts will trigger notification to EA resources to consult on the project
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Descriptions of TDX Project Types for MSU IT
TDX PPM is our Portfolio and Project Management tool for documenting our project work. Requestors can select two project requests:
- Future Planning Request – creation of a project is not triggered. These are generally 3 months or more in the future and likely to require assessment before a decision is made on triggering a project. Once approved these requests will become a Department Project
- IT Department Project Request – these requests can be done by all MSU IT staff and are for projects individual IT departments are managing. These requests are automatically approved and the Functional Lead will act as the project manager. If the request includes needs for funding, resources, or Enterprise Architecture, the PPMO is notified to follow up.
- Note: IT Projects will still exist, however, these are strategic projects likely assigned and approved outside the request process. In these cases the PM will most likely complete the project request.
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Process for Requesting a Project
MSU IT Staff will complete the Request and IT Department Project form in TDX. In the final section they are asked four questions that will trigger a text field for further information if they check ‘Yes’.
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PPMO Staff Notifications and Follow-Up
PPMO Team Members will receive two types of notifications based on these responses:
- Future Planning Activity – these must be reviewed and approved before a project is approved and created by the workflow. In this case the PPMO should conduct their review before approving the project. This may mean the requestor will need to complete a project assessment, so the process may take some time. The message for this scenario looks like this:
- Follow-Up Notification – this notification is triggered if the requestor indicates any of the following in their request:
- New/Additional Funding required
- Other IT Support/Participation required
- Enterprise Architecture changes
In order to appropriately follow up, the PPMO resource should follow the link to the appropriate workflow step or follow-up step:
Following the link circled above takes you to the workflows in the Service Request:
In the picture above:
- Top left is Service Request #
- In the workflow section on the right:
- View progress shows the workflow progress
- PPMO review is when you can approve or reject a future planning request
- PPMO follow up is where you can complete work after follow up is done
PPMO review will be done in the weekly PPMO meetings. It is expected that any requests for PPMO Review or PPMO follow up will be acknowledged in 2 weeks and some follow up done within 3 weeks.
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