Project Guide for Project Managers and Directors

  1. Project Submission
    1. Single Service Project Submission
      1. DoIT Use: Operational / Maintenance Project Submission
      2. General Project Submission
  2. Project Initiation
    1. Converting to Active Project
    2. Adding Project Resources (Staff)
    3. Adding Project Stakeholders
    4. Completing "General" Section
  3. Project Execution and Monitoring
    1. Project Plan Creation
    2. Project Implementation Updates
    3. Weekly Status Updates
  4. Project Closure

Project Submission

Single Service Project Submission

All projects are submitted via the DoIT Project Submission service. This is the initial step for all types of projects.

Operational / Maintenance Project Submission

If your project is operational or maintenance-based, where the scope and tasks are understood, you'll be prompted to provide:

  • An estimation of total hours for completion.
  • The necessary staff and their roles.
  • Participating IT department divisions.
  • Designated Project Lead

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If you're unsure of one or more of these answers, they can be modified later on the ticket request.

These are important for departmental coordination and understanding of our Maintenance / Operational queues.

Non-Operational/Maintenance Project Submission

For projects outside the operational/maintenance scope, submit using the same project request service. 

Once submitted, projects requests are evaluated by PCMO Business Analysts. They will:

  • Conduct a requirement analysis.
  • Process the project through the project request module.
  • Queue the project for creation upon completion of their analysis.

Post-evaluation, projects are categorized into either:

  • Operational/Maintenance Queue.
  • PCMO Analyzed Queue.

Project Initiation

Converting Project Requests

For operational/maintenance projects, convert the request ticket into a project when ready to commence work.

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Project Creation Steps

When creating a project, remember:
Project Type Selection - Choose "Division of IT Maintenance Operations Projects". This selection customizes the project's general section for essential requirement inputs. 

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Project Template - Under "Advanced" (very bottom of form), select "Project Template" and choose "Operational Project". This populates card wall plans including the Operational Project Checklist and adds optional templates for application development and hardware installation.

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Adding Project Resources

Once the project is created, add project resources for task assignment and capacity planning.  An individual must be added as a resource before they can be assigned project plan tasks or report time / efforts within the project.

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Adding Project Stakeholders

Subsequently, add stakeholders in the designated section.

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Adding stakeholders identifies key individuals that need to be informed on the project and its progress.  Additionally, adding a resource allows for visibility via the client interface and to enable communication to the stakeholders when updating project stakeholders.

General Information Completion

Fill out all relevant fields under the "General" section.

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Project Execution and Monitoring

Project Plan Creation

Develop a project plan using either a card wall or a waterfall method.  When adding a the project template "Operational," you will be provided with suggested starting plan templates.  This includes  Operational Project Checklist, Hardware Installation Plan Template, and a Application Development Plan Template.  For a guide, please review the KB Project Card Walls in TeamDynamix.  For brief instructions on a waterfall, please review the KB Edit shortcut Working on Project Tasks in TeamDynamix.

Project Implementation

Proceed with the execution of the project tasks.  Monitor for risks and issues.  Please review the KB Adding Risks and Issues to an Active Project in TeamDynamix.

Weekly Status Updates

It is vital that project managers update the project's status weekly. 

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Project Status Definitions

Status Values Definitions and Use
No Value When a ticket or project request is converted to an active project, the status defaults to No Value.
New Update the project to the New status when it is converted from a ticket or project request to an active project but work has not started.
In Process Update the project to the In Process status when the project kick off meeting has occurred, and the project is actively being worked on.
On Hold Update the project to the On Hold status when work has started but needs to be put on hold.

Project Health Definitions

Health Value  Definition and Use
None A blue line icon; no status assigned. Used when a ticket or project request has been moved to an active project, but work has not started.
Green A green square icon; work is in progress and the project is moving towards completion.
Yellow A yellow triangle icon; project is behind schedule and requires keeping a close watch over in case intervention is necessary. It may be necessary, but not required, to submit an issue against the project in order to resolve an impediment to progress. 
Red A red circle icon; no progress, immediate intervention is required. An issue(s) should be submitted against the project explaining this status.

*If no updates are posted on the project for 8 business days, the health of the project is automatically changed to the next value. As an example, if the project has a green status but has not been updated in 8 business days, health will change to yellow.

Project Closure

Upon completion, formally close the project.

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Received Service Requests That Need to Be Projects

Details

Article ID: 113676
Created
Wed 11/29/23 9:45 AM
Modified
Mon 12/18/23 10:46 AM

Related Services / Offerings (1)

Submit a project request to the Division of Information Technology (DoIT). A project is a temporary endeavor undertaken to create a unique product, service, or result. Temporary means having a definite beginning and end.