Submit The Intake Form
The first step in the intake process is to submit the Project Intake Form. To fill out the form, you will need to know some basic information regarding the project:
- What are the goals of the project?
- Who is requesting and sponsoring the project?
- When would you like the project to be completed?
The submission of the form creates a JIRA ticket. This ticket allows CIS, the project requester, and any other interested SPU faculty or staff to track the project throughout the intake process.
Information Gathering
Once the JIRA ticket has been created by the intake form, a member of the CIS Business Systems Team will contact the person who submitted the project intake form. The staff member will meet with the project requester to gather more information on the project and expand on the details initially submitted via the intake form. The conversation will center on the following project details:
- What is the project?
- Why do we (as a university) need to take on this project?
- When does this project need to be completed?
- Who should be involved in this project? The people involved are part of the project team.
Any additional SPU faculty or staff who are interested in the project and being part of the project team can be included in these initial conversations.
Scale & Scope
As the details of the project are discussed, the project team will begin to get an idea of the project's scale and scope. The scale and scope is simply, how big the project is. The "size" of a project is impacted by a number of factors, including the project's potential benefits, costs, level of impact, and complexity. The scale and scope of the project is used to determine whether the project can be expedited through the intake process, it will inform the project charter in the definition stage, and it will be used to help with the project's prioritization and scheduling.
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Some projects will involve finding the solution to a problem and then implementing it. The projects with this kind of scale should be split into two projects: a research project and a separate implementation project. Research Project - This project is the activity of defining the problem, going to market to research and test potential solutions, and then procuring the chosen solution. Implementation Project - Once the solution is procured, then a new project is kicked off to implement that solution on campus. One example for this is a project to find and implement a parking management system for on-campus parking lots. The research project would involve defining what the needs & wants are from a new parking system, what works well with the current system, and what doesn't work well now but should be fixed with the new system. The activity of researching parking system solutions in the market, talking to vendors, testing or demoing each system, and the entire procurement process are all included in the research project. Once the system has been procured and a contract is signed, then the implementation project begins. |
Expediting Projects
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To remain agile and support quick-moving initiatives around the university, the IT project intake allows for projects to be expedited through the process. Expedited projects are immediately "accepted" - meaning CIS will partner on this project in the capacities in which we operate. However, this does not mean that the project will be implemented immediately. All accepted projects are still subject to scheduling, though most accepted projects should begin within 90 days of acceptance. Some projects that are expedited could also benefit from a project charter. With guidance from a CIS staff member, the project team can determine whether a project charter is helpful for their expedited project. If you believe that your project should be expedited, speak to the CIS staff member who is assisting you through the IT project intake process.
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For a project to be considered for expediting, it must have both of the following characteristics.
In addition to the criteria above, projects that have the following characteristics can also be expedited:
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Definition
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Studies have shown that properly defined projects are more likely to succeed and be completed on time and on budget. The primary focus of the IT project intake process is to properly define projects in writing so that every member of the project team and any interested stakeholders are on the same page. Projects are defined through a document called a Project Charter. The charter is a collaborative document, which will be written by all members of the project team. The CIS staff member working with you on your project intake will guide and assist the project team with the writing of the project charter.
Click here to read the Project Charter wiki article.
Note: The project charter's signature section should be left blank until after prioritization & scheduling.
Prioritization
While the number of potential projects are limitless, the amount of resources (money, time, expertise) available to the university, CIS, and other departments are always limited. Evaluation and prioritization allows CIS, in partnership with other departments and a university-wide advisory council to analyze the pending project requests and move forward with the projects that are most beneficial to the university. These groups will evaluate and prioritize projects on a regular basis throughout the calendar year.
Click here to learn more about evaluation and prioritization.
At the end of the evaluation and prioritization stages, projects can enter one of the following statuses:
- Accepted - These projects will be scheduled to begin implementation, usually within the next 90 days.
- Expedited - Similar to accepted, this status is used for projects that were expedited through the intake process.
- Deferred - Projects that are deferred require additional work of some kind before moving forward. Deferred projects can be placed back in the prioritization queue when outstanding action items related to the project are completed.
- Closed - The project is canceled.
Projects that remain in the prioritization stage will be re-evaluated and re-prioritized during the next prioritization cycle. Click here to view a list of projects currently awaiting prioritization.
Scheduling
After projects are accepted or expedited, CIS will work the project team and immediate stakeholders to schedule the project's implementation. Project scheduling is dependent on the current and planned workloads. We will work with every department involved in every project to ensure that projects are scheduled for work so that members of the project team are available for the project.
/wiki/spaces/CIS/pages/36144150.
/wiki/spaces/CIS/pages/36144148.
Signatures & Kick-Off
Part of the project charter is a section containing the signatures of the project sponsor, project owner, and the director-level supervisors of the project team. These signatures signify the acceptance of the project plan and commitment to start and finish the project with the resources required by the project plan.
Once the project has been accepted or expedited and scheduled, the project charter's timeline section should be updated. The charter can then be finalized and passed to each director, the project owner, and the project sponsor for signatory approval.