Purpose & Scope
The Project Intake process establishes a standardized, transparent front door for evaluating, prioritizing, and approving new project requests. Its primary objective is to align potential initiatives with strategic business goals, assess resource feasibility and technical viability, and ensure organizational capacity before committing time and budget.
Procedure
Initial Submission
- User submits IT Project Request
- Request gets sent to internal / departmental POC identified in the ITSM ticket.
- Internal / departmental POC reviews & approves or denies project request.
- If approved - ITSM ticket will route to PMO
Triage
- Run Unassigned IT Project Requests
- Open ticket
- Is this O&M (simple task, less than 80 hours effort)
- Assign responsible group
- Update ticket type
- Is this a true project (complex task, more than 80 hours effort)
- Follow project intake process below
Project Intake Process
- Assign ITSM ticket to PMO
- Convert ticket to project request (or just add a tag to ITSM ticket "Project")
- Create project folder in a share drive solution (Box, Google)
- Develop 4-panel and determine project size (based on estimated hours to complete)
- 80-160 hours - Small
- 1 month - 6 months - Medium
- >6 months (or > $100,000) - Large
- Procurement needed?
- Notify: Department Budget Manager, UDit FAS, UD Procurement
- Oversight review of 4-panel
- For small projects - approval = go ahead and execute
- For medium / large - approval = go ahead and do more research to build full business case
Small Projects
- After 4-panel approval - submit to EA as needed to review technical, infrastructure, data, security requirements
- Establish team
- Convert to project (optional if using tag on ITSM ticket)
- Execute
Medium / Large Projects
- Develop the full business case (Charter, Requirements Document, Roadmap, Stakeholder Register + RACI, Cost Benefit Analysis, Analysis of Alternatives, Budget, Project Folder, etc)
- Procurement needed? RFP, RFQ, or Simplified Acquisition
- Cost >= $50,000 -> Needs RFQ
- Cost >= $100,000 -> Needs RFP (ask Procurement about sole source option and what justification is needed)
- EA Review of business case & tech requirements
- Approve -> move to next step (oversight review)
- Rework -> refine solution to meet UDit requirements and resubmit
- Denied - Cancelled
- Oversight Review
- Denied - Cancelled
- Approved -> move to next step
- If Large Project
- ITEC Review
- Denied - Cancelled
- Approved -> move to next step
- Establish project team
- Convert to project (at this point, you'd likely want this as an actual TDX project for RAID log, stakeholder register, streamlining comms, etc)
- Execute
Example Business Case Documents
Other templates can be provided as needed, but PMO now leverages TDX project for much of what used to be templatized (stakeholder register, project plan(s), RAID log, etc)