What is a Project
The ITS PMO was established to provide formal project management for ITS projects meeting certain requirements. It does so on a cost recovery basis so these charges must be addressed in the project budget. The purpose of this page is to provide guidance to ITS staff on the definition of a project, when formal project management is required, the process to get a project started, and the work efforts that are excluded from the definition of a project.
So how is a project defined and what endeavors would be deemed a project and therefore managed by the ITS PMO?
A project is a sequence of tasks bounded by time, resources and required results; has a defined outcome and deliverables; has a deadline; and has a budget limiting number of people, supplies and capital. Project characteristics include:
An example of ongoing operational work would be the on-boarding of a customer to the Exchange Service for e-mail and calendar. The Exchange team has a defined process for on-boarding customers to their platform and has successfully proven the process through on-boarding of ITS to the service offering. However, the actual development of the service offering, including the testing of procedures for on-boarding customers, was a project. Ongoing operations are excluded from ITS PMO oversight.
In order to help identify operational efforts from projects, we have gathered information from ITS management regarding efforts that would not be considered projects. These examples include:
The ITS PMO will assign a project manager based on current staffing levels and ability to contract project management personnel. If an ITS PMO project manager is not available to manage a project and the project must move forward given specific constraints and/or risks, the ITS PMO will utilize the short term IT staffing contract vehicle to hire a contractor.
Given the ITS PMO is receipts-based, a bill code must be provided to the PMO. The project management services will be charged back via the bill code on a time-and-materials (T&M) basis at the current rates.