- Project Submission
- Single Service Project Submission
- DoIT Use: Operational / Maintenance Project Submission
- General Project Submission
- Project Initiation
- Converting to Active Project
- Adding Project Resources (Staff)
- Adding Project Stakeholders
- Completing "General" Section
- Project Execution and Monitoring
- Project Plan Creation
- Project Implementation Updates
- Weekly Status Updates
- 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
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.
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.
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.
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.
Adding Project Stakeholders
Subsequently, add stakeholders in the designated section.
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 enables communication with the stakeholders when updating project stakeholders.
General Information Completion
Fill out all relevant fields under the "General" section.
Project Execution and Monitoring
Project Plan Creation
Develop a project plan using either a card wall or a waterfall method. When adding the project template "Operational," you will be provided with suggested starting plan templates. This includes an Operational Project Checklist, a Hardware Installation Plan Template, and an 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.
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; Project on track. |
| Yellow |
A yellow triangle icon; Project is encountering challenges, but actions are being taken to address them. Risk Register and/or Issues log should be updated as appropriate. Ensure sponsor is aware. |
| Red |
A red circle icon; Project is (or may likely become) significantly off-track, and actions to mitigate risks or address issues are not working. Risk Register and Issues log must be updated. Immediate escalation to sponsor is required. |
*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.
