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Project Portfolio Management


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Overview | Project Life Cycle Process | Project Example Forms | Key Roles



Campus projects often require and rely on technology, including the services and support of the Office of Technology Services. OTS's Project Management team has created a multi-step process for identifying, staffing, and supporting these campus projects that will ultimately ensure their success. The team’s process, outlined in detail below, allows a project to be assessed in an accurate, timely manner and completed with high-quality results.

This process begins with the Business Process Owner defining a project idea and business need and submitting it via email. The project is evaluated by OTS for feasibility and the process owner is advised on the next steps (which will vary depending on the size and scope of the project). From there, a project charter is created; once all forms and documents are approved, the project can be formally planned and scheduled.


Project Life Cycle Process

The steps for identifying, executing, and completing a project are outlined below and the relevant forms are supplied for each step.


submit project request





I. Idea


  Project Proposal

II. Planning



  • The Business Process Owner and OTS partner to conduct a complete assessment, which includes detailed analysis of the project's business process, security, hardware/software and internal/external resource needs.
  • CIO reviews the evaluation and decides if a Business Case evaluation is necessary
  • Executive Sponsor decision:
    • Approves the project for the next step in the initiation process
    • Declines/defers the project
  Project Evaluation 



  • The Business Process Owner and OTS partner to create the project charter and present it to the Executive Sponsor and the CIO.
  • Executive Sponsor and CIO decision:
    • Approves the project for execution
    • Declines/defers the project
  Project Charter

III. Current


  • The Business Process Owner partners with OTS to create a detailed project plan, finalize the project requirements and then implement the plan.

IV. Completed


  • The Busines Process Owner partners with OTS to create the Production Turnover form for the project and seek the approval from the support areas (OTS and the UB Community) that are involved with the project.
  • Based on the project charter, OTS creates the project closure form, which is used to verify project success and seeks the agreement of success from the Executive Sponsor and CIO.

Production Turnover

Project Closure

Examples from the PeopleSoft Financials Upgrade project:

The project management process was used for the recent Peoplesoft Financials Upgrade project. The links below provide examples of the completed forms which accompanied the process.

  1. PeopleSoft project proposal
  2. PeopleSoft project evaluation summary
  3. PeopleSoft project charter


Key Roles in the Project Management Process:

Business Process Owner: Representative from a department who has initiated and will assist OTS in execution of the project.

Executive Sponsor: One of five campus representatives who have final approval with regard to execution and financial support of a project. They are:

  • David Bobart, Vice President for Technology and Chief Information Officer
  • Miriam King, Senior Vice President of Enrollment Management and Student Affairs
  • Harry Schuckel, Senior Vice President of Administration and Finance
  • Peter Toran, Vice President of University Advancement and Communications
  • Joseph Wood, Provost and Senior Vice President for Academic Affairs

Functional Lead: Person or persons delegated by the Business Process Owner to manage specified tasks within the project.

Project Partner: The OTS project management team members delegated to your project.