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Project Management Toolkit
SERVICE STRATEGY
Service Stategy-
1. Create Business Plan (only if new service)
A business plan should be created if the proposed project is a NEW service. Additionally if there is a change to a service please contact a Service Manager to determine if a revised business plan is needed.
- Deliverable: Business Plan
- Outcome: Submit to the Service Portfolio Management Team
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- Create Business Plan (only if new service)
- SERVICE DESIGNService Design
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Project Lite1. Create Mini-Charter
The mini charter identifies key elements of the proposed charter.
- Deliverable: Mini Charter
- Outcome: Proposed mini charters posted to LiveSpace
Resources
- Project Mini Charter Template
Preview | Download [DOC] - Project Portfolio (LiveSpace)
Project Lite2. Projects prioritized and classifiedThe Leadership Team meets 3 times a year (May, October and February) to prioritize projects as Level 1, 2, or 3. They will also classify the project as Project or Project Lite.
- Deliverable: Prioritized Project Portfolio List
- Outcome:
- PMO will create a project in Unanet
- Project added to Project Dashboard
Resources
3. Systems Governance Group (SGG) project candidates Identified
SGG candidate projects are submitted to the SGG in August. A second meeting with SGG will occur when the project is ready to begin.
- Deliverable: SGG Funding Request
- Outcome: Submit to ITS Strategy Group
Project Lite4. Project Manager and Sponsor are assignedFirst time project managers can schedule a meeting with the PMO to review project process and deliverables.
- Deliverable: PM and Sponsor are assigned
- Outcome: Once identified the Project Manager should meet with the Sponsor and can begin the planning stage of the project.
Resources
- Guidelines for Sponsors
Download [PDF]
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- Create Mini-Charter Project Lite
- Projects prioritized and classified Project Lite
- SGG project candidates Identified
- Project Manager and Sponsor are assigned Project Lite
- SERVICE OPERATIONService Operation
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Project Lite1. Update Project Dashboard and Unanet Resource Plans
Functional managers assign actual resources in Unanet.
- Deliverable: Status Updates on Project Dashboard and Unanet Forecasts
- Outcome: Unanet forecasts at this point should only assign resources to the ANYONE category
Resources
- Project Dashboard Instructions
Download [PDF] - Unanet Instructions
2. Project Kick Off Meeting
Project Kick-off meeting should include all project team members, including the Sponsor, and the Service Manager, Campus Readiness and ISO (if project will touch restricted or prohibited data).
- Deliverable: Kick off project
- Outcome: Team is identified and project is launched
3. Manage Project Documentation
The archiving of project documentation is an important step in the project process. A folder will be created in DocuShare and all relevant project documentation should be posted there.
- Deliverable: Project documentation posted to appropriate project folder in DocuShare
- Outcome: Project documentation will be retained and archived.
Resources
4. Communications Plan
The communications plan should convey how information is going to be conveyed to project sponsors, clients, and to other stake-holders, and the University community in general. Depending on the project, Communications Plan may include elements of promotion, training, and change management.
- Deliverable: Communication Plan
- Outcome: Communication plan defined and reviewed by sponsor and project team
5. Create Full Project Charter
The full project charter should be defined with input from key stakeholders, the sponsor, and the project team.
- Deliverable: Full Project Charter
- Outcome: Defines the project scope, timeline and budget
Sub-Sections
- Gather and prioritize requirements
- Technology, Architecture, and Strategy Council (TASC)
- Risk Assessment and Mitigation Defined
- Define Functional specifications
- Create and post Request for Proposal (RFP)
- Define project budget
- Define project change budget
- Create Work Breakdown Structure (WBS)
- Complete staffing worksheet and update resource plans Unanet
- Review project roles and define who is Responsible, Accountable, Consulted and Informed (RACI)
1. Gather and prioritize requirements
This template can be used to work with clients and other stakeholders to identify requirements, assign weight, and compare options to identify gaps.
- Deliverable: Requirements Document
- Outcome: Requirements are identified and prioritized
2. Technology, Architecture, and Strategy Council (TASC)
TASC provides governance regarding the choices of technologies and their application in enterprise IT services. The group meets the 2nd & 4th Thursdays, 1:30–2:30
- Deliverable: TASC Review Minutes
- Outcome: Technology direction is reviewed
Resources
3. Risk Assessment and Mitigation Defined
The Risk Management Assessment and plan identifies the risks and describes how risks will be managed for the Project.
- Deliverable: Risk Assessment and Risk Management Plan
- Outcome: Risks are identified and a risk management plan is identified. This should be reviewed and updated as the project progresses.
Resources
4. Define Functional Specifications
The Function Specification is the detailed design of the underlying technologies, and is used by programmers/designers to code/build the system.
- Deliverable: Functional Specification
- Outcome: Function Specification is written by technical staff or analyst after approval of the Requirements Document.
5. Create and post Request for Proposal (RFP)
(coming soon) Additional purchasing tips and tools
- Deliverable: Request for Proposal (RFP)
- Outcome: RFP is posted
Resources
- Contact Software Licensing, ITS Finance, or Procurement to advise on vendor purchases.
6. Define project budget
The project budget and timeline can be defined once the scope and solution are identified.
- Deliverable: Project Budget
- Outcome: The project budget is defined
7. Define project change budget
This worksheet will help you actively manage the change budget. If the change budget is exceeded, then a charter change request should be submitted to the PMO and project sponsor.
- Deliverable: Project Change Budget
- Outcome: The change budget is used to actively manage scope changes.
8. Create Work Breakdown Structure (WBS)
WBS is one of the most important tools for a project manager. Based off the Requirements Document, the WBS details work packages that are tasks to be owned and managed by team members. It is critical that the project team collectively create the WBS so that all aspects of the work are included and team members feel ownership for the work.
- Deliverable: Work Breakdown Structure
- Outcome: WBS is created and reviewed by the project team.
Resources
9. Complete staffing worksheet and update resource plans Unanet
Project Manager to update Unanet with latest resource forecast. Functional manager should be notified of changes.
- Deliverable: Project Staffing Worksheet
- Outcome: Resource plans are updated in Unanet
10. Review project roles and define who is Responsible, Accountable, Consulted and Informed (RACI)
The RACI model will map out roles and responsibilities for the project. It will also define who is Responsible, Accountable, Consulted and Informed throughout the project.
- Deliverable: Project roles / RACI matrix
- Outcome: Project roles defined and RACI Matrix reviewed
6. Full Charter Completed and Reviewed
Once the full charter is completed, the Project Sponsor and PMO to review
- Deliverable: Full Charter Reviewed
- Outcome: Project Manager to post to DocuShare
Resources
- Post charters to Active Projects (DocuShare)
Project Lite7. Conduct Security ReviewIf the project has restricted or prohibited data then ISO will need to assess. They should be included early in the project preferably in the project kickoff meeting.
- Deliverable:
- Review Stanford ISO Security Guidelines
- Prepare Information Security Risk Assessment Questionnaire
- Prepare Preliminary ASP Security Criteria & Questionnaire (outsource vendors)
- If ISO makes interim decisions or findings, please request that these be issued in an email and that it includes the ISO ticket number.
- Outcome: Security Review is completed and results reviewed with the Sponsor. If there are outstanding findings they will be forwarded to internal audit.
Resources
Project Lite8. Create Hospital Project AgreementIf client includes LPCH or SUH, a signed Hospital Project Agreement is required. The hospital liaison should assist in this process.
- Deliverable: Hospital Project Agreement
- Outcome: Completed agreement is posted to DocuShare
9. Service Delivery Review Meeting
Project manager and Service Manager to review service delivery checklist together.
- Deliverable: Service Delivery Review
- Outcome: Post meeting minutes and checklist to project folder in DocuShare
10. Support Strategies and Planning (SSP) Early Review
Meeting must include Project Manager plus Operations Owner who will be managing the product/service in production.
- Deliverable: Support Strategies Planning (SSP)
- Outcome: SSP First Review form posted to Project DocuShare folder
Resources
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- Update Project Dashboard and Unanet Resource Plans
Project Lite - Project Kick Off Meeting
- Manage Project Documentation
- Communications Plan
- Create Full Project Charter
- Full Charter Completed and Reviewed
- Conduct Security Review Project Lite
- Create Hospital Project Agreement Project Lite
- Service Delivery Review Meeting
- SSP Early Review
- Update Project Dashboard and Unanet Resource Plans
- CONTINUAL SERVICE IMPROVEMENTContinual Service Improvement
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Project Lite1. Fulfillment Process Defined
Ordering, fulfillment and billing process is defined and communicated. Please contact PMO to arrange this process meeting.
- Deliverable: Process Definition
- Outcome: Ordering, fulfillment and billing process is defined and communicated
Resources
2. Test Plans Defined
Revised QA toolkit coming soon.
- Deliverable: Test Plans Defined
- Outcome: Test plans, cases and results should be posted to the project folder in DocuShare
Resources
Project Lite3. Final SSP MeetingMeeting must include Project Manager plus Operations Owner who will be managing the product/service in production.
- Deliverable: Support Strategies Planning (SSP)
- Outcome: SSP Second Review form posted to Project DocuShare folder
Resources
4. Final Service Delivery Review Meeting
Project manager and Service Manager to review service delivery checklist together.
- Deliverable: Production Transition Acceptance
- Outcome: Post meeting minutes and checklist to project folder in DocuShare
5. Production Transition Approval
The production transition approval is to confirm that the service manager, operations owner, business owner and project sponsor approve the transition into production. This approval must be presented to the Change Advisory Board in order to receive a Change Management Request (CMR).
- Deliverable: Signed Production Transition Form
- Outcome: Confirmation that the proposed project has completed necessary steps to move into production.
Resources
- Production Transition Form
KPK is defining this
Project Lite6. Change Management ProcessPlease incorporate required lead times in planning.
- Deliverable: Change Management Request (CMR) and Change Advisory Board Meeting (CAB)
- Outcome: The change management process is followed
Resources
7. IT Services Pre-Release
Any new product or service should first be deployed to IT Services before being rolled-out to campus if possible.
- Deliverable: Pre Release
- Outcome: Issues from Pre Release Identified, addressed, and documented in DocuShare
Resources
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- Fulfillment Process Defined Project Lite
- Test Plans Defined
- Final SSP Meeting Project Lite
- Final Service Delivery Review Meeting
- Production Transition Approval
- Change Management Process Project Lite
- IT Services Pre-Release
- MISCELLANEOUS SERVICE TOOLSMiscellaneous Service Tools
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Project Lite1. Lessons Learned survey to be sent to project team
Survey results to be compiled by project Manager and given to PMO
- Deliverable: Lessons Learned
- Outcome: Documents Posted to Project Folder in DocuShare
2. PMO to conduct Post Implementation Review Meeting
PMO to facilitate the Review meeting
- Deliverable: Post Implementation Review
- Outcome: Post Implementation Report posted to project folder in DocuShare
3. Project Closing Documents Signed
The project closing documents should be presented after the Project Post Implementation Review is completed.
- Deliverable: Project Closing Acceptance
- Outcome: Documents Posted to Project Folder in DocuShare
Project Lite4. Archive Project DocumentsEnsure all completed documents are archived in the project folder. When the final documents are posted, notify the PMO, so they can move the folder.
- Deliverable: Completed documents Posted to Project Folder in DocuShare
- Outcome: The project folder will be moved to the closed projects section in DocuShare
Resources
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- Lessons Learned survey to be sent to project team
- PMO to conduct Post Implementation Review Meeting
- Project Closing Documents Signed
- Archive Project Documents Project Lite
