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Information Technology

About the Project Process

If you have a need that you feel Information Technology could meet, please contact the Project Management Office to schedule an initiation meeting. The PMO will determine whether the project meets the threshold for a project, and who in IT will be most likely to assist in discovering and implementing that solution. The PMO will meet with stakeholders and communicate with the appropriate Executive Sponsors to put together a project proposal, called a charter, for institutional prioritization.

Projects are prioritized by the IT Governance Council three times a year, generally in late January, late May and late September. Projects can be submitted at any time during the year. However, to adequately prepare a proposal for the Governance Council, projects submitted less than a month before a meeting will be prioritized in the following meeting. 

Prioritization Timeline - image

If a project is deemed a Priority 1 project by the Governance Council, the IT leadership will forecast their teams availability to work on the projects, and once confirmed with the stakeholders, it will be added to the Master Schedule. A formal project hand-off meeting will occur between the PMO and the Departmental and Technical project leads in order to establish checkpoints for the project’s progress, establish scope, and disclose any budgetary expectations. 

The PMO will be happy to help with any planning for the project, if needed, but will otherwise serve as the Portfolio Manager once the hand-off meeting is complete. Communication between the PMO and the project leads will occur throughout the project in order to best manage the health of the project and maintain the portfolio as prioritized.

Once a project is fully implemented, the PMO will document closing of the project, as well as assist in the generation of any support documentation for both the department and for IT. 

Project Process Overview - video

Step-by-step walk-through of the Project Process - interactive video