Below is a high-level outline of the project management processes followed within the UCF IT PMO. Note that the PMO works to continually improve its processes, so steps may change to enable efficient delivery, depending on the needs of the project, the stakeholders, and/or technology changes.
PROJECT PHASES & ACTIVITIES
PROJECT PHASES & ACTIVITIES
- Project Requestor fills out the New Project Request in Project Online:
- The Business Analysis team receives and processes the request, calculates the initial project score, and determines if the request is complete.
- The Project Intake Steering Committee reviews the request to confirm the project type (PMO Managed, Team Managed, or Operational Work), discuss level of effort, confirm strategic alignment, determine if additional reviews are needed, and make recommendations for next steps.
- The Requestor is notified of the project classification (PMO Managed, Team Managed, or Operational Work), the official project name, and next steps.
PMO MANAGED PROJECTS
- The requestor completes the Project Request, the Project Intake Steering Committee reviews the request, and the project is categorized as PMO managed. PMO managed projects are usually higher in complexity and/or are requested from functional areas or units outside of UCF IT.
- Business Analyst help complete the Scope Statement and the Technical and Functional Requirements.
- Project Manager is identified and included in discussions.
- The Technical Team or Architecture Committee may research and selection of vendor/solution, if applicable.
- Complete architectural review for solution, if applicable.
- Resources to do the work are assigned and hours to complete the work is estimated.
- Project costs are estimated, including external procurement costs and internal labor costs.
- Review and approval of Scope Document by Client.
- Project Manager creates the task schedule, the RACI matrix, the project log, the issues and risk register, the communication plan, and the stakeholder register.
- Project Manager manages the project, tracking progress in Project Online.
- Project Manager facilitates meetings, provide minutes and status updates.
- Resource hours are collected and maintained by the Project Manager.
- Data concerning the project is maintained by the project manager, such as phase, start and finish dates, and percent complete.
- After the project is completed, the project manager completes the closing process, including the checklist, a closure report, lessons learned and a stakeholder survey.
- All documents are archived, and the project is closed.
TEAM MANAGED PROJECTS
- For projects that are lower complexity and internal to UCF IT, the Technical Team may manage the project without a formal Project Manager. This determination is made after the Project Request is submitted and reviewed by the Project Intake Steering committee.
- Resource hours are collected and maintained in Project Online by a member of the Technical Team.
- Data concerning the project is maintained by a member of the Team, such as Workflow phase and stage, start and finish dates, and percent complete.
- The Team provides monthly updates to management and in Project Online.
- When the project is complete, all documents are archived, and the project is closed.
- Manager or Technical Team member captures operational hours for that work in Project Online in an Operational Project.
- Team member provides starting and ending dates for the work.
- For Operational Work projects to be created (or closed) in Project Online, the owner will make a request to the PMO.