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.

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• 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.

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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.

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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.

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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 PMO@unf.edu