IT Project Request Process @ UNF February 2015. Structure of Presentation Overview & Purpose IT...
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Transcript of IT Project Request Process @ UNF February 2015. Structure of Presentation Overview & Purpose IT...
IT Project RequestProcess @ UNF
February 2015
Structure of Presentation
• Overview & Purpose• IT Governance @ UNF• Project Management Office Overview
– Mission/Vision– Business Function and Purpose
• Detailed Walkthrough of Request Process
2
IT Governance @ UNF
What is IT governance?
Gartner defines IT governance as:• the processes that ensure the effective and efficient use
of IT in enabling an organization to achieve its goals.• the process by which organizations ensure the effective
evaluation, selection, prioritization, and funding of competing IT investments; oversee their implementation; and extract (measurable) business benefits.
• business investment decision-making and oversight process, and it is a business management responsibility.
3
• UNF accepts the Gartner definition of IT Governance with the exception of the funding responsibility, which continues to lie within the individual university departments and is embedded in the university budget process.
• UNF also accepts the idea that portfolio management is implied as a part of the governance process responsibility.
4
IT Governance @ UNF
Who is responsible for IT governance?• The Information Technology Governance
Committee (ITGC) is the ultimate authority over all IT project requests.
• ITGC consists of the Vice Presidents of each division of UNF and the university CIO
• The Project Management Office serves as staff to the committee facilitating the above defined process.
5
IT Governance @ UNF
When does the ITGC Meet?• ITGC meets currently on a monthly basis
to review the entire portfolio of IT projects.• On an ad-hoc as needed basis to address
IT governance issues that are time sensitive.
6
IT Governance @ UNF
What goes to the ITGC?• Everything.• The ITGC expects to see everything that is
being worked on using ITS resources.• Unplanned emergency maintenance
issues aside, there are NO exceptions to this expectation.
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IT Governance @ UNF
ITGC receives information on: Completed Projects since previous meeting Strategic Projects Update FYI Projects (ITGC FYI List) Hold Projects (ITGC Hold List) Potential Projects (ITGC Watch List) Projects needing a decision (ITGC Request
Review)
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IT Governance @ UNF
What goes to the ITGC for a decision? Requests have one or more of the following
characteristics: Greater than or equal to 80 hrs. of IT resource time Viewed as high risk Viewed as highly visible (internally/externally/both) Have a substantial financial commitment Strategic opportunities At the request of a divisional VP; and/or Discretionary (and one of the other criteria listed)
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IT Governance @ UNF
Mission StatementThrough dedication and leadership, the Project Management Office will provide expert services, facilitate governance, and promote the value of project management and business analysis across the University of North Florida.
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Project Management Office
Organizational Values• Live the OTUBIS+ Commitment• Positive Intent• Share the Knowledge• Promote Collaboration and Teamwork• Infinite Quest for Knowledge
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Project Management Office
• Project management and business analyst experts applying a proven set of disciplines ultimately clarifying purpose and improving outcomes for the university.
• Responsible for the coordination of further collective investigation of submitted requests.
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Project Management Office
• Responsible for end-to-end customer communication regarding the status and ultimate outcome of a project request.
• Responsible for the consolidated packaging of project requests for ITGC review.
• Support the ITGC in defining strategic portfolio priorities for UNF IT investment.
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Project Management Office
• Responsible for the management and oversight of the implementation for selected university projects.
• Responsible for providing consultative project management/business analysis services to the campus community.
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Project Management Office
IT REQUEST
PROCESS WALK THROUGH
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UNF IT Project Process
A few things to note:- Use the arrows on each slide to navigate the
presentation- More information is available by clicking in
different process steps- NOT ALL STEPS HAVE ADDITIONAL INFORMATION
NextBack
UNF IT Project Process
Idea/Request Identified
NextBack
Define the Request/Idea
Process starts with the identification of an idea or request which has characteristics such as:
• Significant IT Maintenance or Change• New Application Implementation or Development• Enhancement of Existing Production Software Application• Replacement of an existing software application;• Modification of an existing production software application
This is not intended to be all inclusive but rather provide guidance on the types of ideas which would require an IT request to be made.
NextBack
Define the Request/Idea
If the request asks for a routine service to be performed such as:
A production software application is not working as expected;
A telephone, new line added, or removed request; Information such as a report (creation or modification); Desktop/laptop/tablet problem or error; Desktop/laptop/tablet install/update; or User Security/Access
NextBack
Request is addressed through ITSR Process
(TeamDynamix)
STOP!!!
NextBack
UNF IT Project Process
Process Starts
Help?PMO works
with requestor
Y Request Submitted
N
NextBack
Directoror
Chair ReviewApprove? Process
Ends
Y
N
Approve?
Y
ProcessEnds
N
Dean/AVP Review?
Y
Not
Req
uir
ed
UNF IT Project ProcessN
ot R
equ
ired
Next
Back
Y
N Requires ITGC
Review?
ITS Internal Review*
FYI Project Process Begins
PMO Completes Internal Review Form
FYI to Div. VP
UNF IT Project Process
Next
Back
Y
NApprove?
Divisional ITDesignee Review
ProcessEnds
PMO Places Request on ITGC Agenda
UNF IT Project Process
Next
Back
Y
N ApprovedBy
ITGC?
ProcessEnds
Project Management Process Begins
UNF IT Project Process
NextBack
To learn more about UNF’s PMO visit our website @ www.unf.edu/anf/pmo
or
Send an e-mail to [email protected]