Project Guide for Project Managers and Directors

Quick Links: | Project Definition | Project Submission | Project Initiation | Project Execution and Monitoring | Project Closure |

Project Definition

A project is a temporary effort with a defined beginning and end that creates a unique product, service, or result.

Project Submission

All projects must be submitted through the DoIT Project Submission Service.

Operational / Maintenance Project Submission

If the project is operational or maintenance-focused, you will be asked to provide:

• Estimated hours for completion
• Required staff and roles
• IT departments involved
• Designated Project Lead

If details are missing, they can be updated later. These inputs help coordinate departmental work and manage operational queues.

Non-Operational / Maintenance Project Submission

If the project does not fall into maintenance/operations, submit through the same service. PCMO Analysts will review the request, analyze requirements, and categorize the project into the correct queue.

Project Initiation

Converting and Creating Project Requests

Convert approved requests into active projects when ready to begin work.

1. Open the ticket and go to Actions > Convert to Project. 
2. Under Project Type, choose Division of IT Maintenance Operations Projects.
3. Under Advanced > Project Template, select Operational Project to load standard templates such as the Operational Project Checklist, Hardware Installation Plan, and Application Development Plan.

Adding Project Resources

Add staff resources so they can be assigned tasks and report time/effort within the project. An individual must be added as a resource before they can be assigned project plan tasks or report time within the project.

1. Open the Project and go to the Resources tab. 
2. Go to Actions > Add Resources. 
3. Enter the information of the new Resource. 

Adding Stakeholders

Add stakeholders to ensure visibility, updates, and communication. Stakeholders will be notified of progress through the client interface.

1. Open the Project and go to the Stakeholders tab. 
2. Go to + Add.
3. Enter the name of the Stakeholder and the additional detail fields. 

Completing the General Section

Fill in all required fields under the General tab. This includes: 

• Impact Level
• Project Communications
• Project Costs

Project Execution and Monitoring

Project Plan Creation

Choose a planning method (card wall or waterfall). Adding the Operational Project template provides starting plans such as the Operational Project Checklist, Hardware Installation Plan, and Application Development Plan. For guidance, see the KB article Project Card Walls in TeamDynamix or Working on Project Tasks in TeamDynamix.

Project Implementation

Execute tasks and monitor for risks and issues. For guidance, see the KB article Adding Risks and Issues to an Active Project in TeamDynamix.

Weekly Status Updates

Project Managers must update project status weekly.

1. Go to Project Details > Update.
2. Update the following fields:
   • Status (may or may not change)
   • Percent Complete
   • Comments (not required, but recommended)
3. Save the update to confirm. 

Important Note: If no updates are posted within 8 business days, the project health will automatically downgrade by one level.

Project Closure

At completion, formally close the project in TeamDynamix.

1. Go to Project Details > Actions > Close.
2. Decide whether to send a Closure Survey and specify recipients.
3. Update the following fields:
   • Project Status
   • Health
   • Percent Complete
   • Additional Comments 
4. Save the update to confirm closure of the project. 

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