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Process & Procedures

Project Life Cycle Process

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

Phase

Process

Form

Idea

Identification:

  • The Business Process Owner identifies and defines a need which will
    require a significant effort and submits a project proposal form
    to the OTS project team (at ppm@ubalt.edu).
  • OTS Project Partner reviews the proposal
  • The appropriate Executive Sponser either
    • Approves the project for further evaluation
    • Declines/defers the project
Project Proposal form
Planning

Evalutation:

  • With the assistance of the Business Process Owner(s), OTS conducts a
    functional and technical assessment, which includes detailed planning of
    the project, such as hardware/software needs and consultation needs.
  • Executive Spnosor and CIO decision:
    • Approves the project for Business Case evaluation (see next step)
    • Approves the project without Business Case evaluation
    • Declines/defers the project
Project Evaluation 
Summary
 

Support:

  • With the assistance of the Business Process Owner(s), OTS performs a
    cost/benefit analysis of the project and presents the findings to the
    Executive Sponsor and the CIO.
  • Executive Sponsor and CIO decision:
    • Approves the project for chartering
    • Declines/defers the project
Business Case form
Current

Initiation:

  • With the assistance of the Business Process Owner(s), OTS creates the
    project charter and presents it to the Executive Sponsor and the CIO.
  • Executive Sponsor and CIO decision:
    • Approves the project for execution
    • Declines/defers the project
Project Charter form
Completed

Validation:

  • With the assistance of the Busines Process Owner(s), OTS creates
    the Production Turnover form for the project and sees 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
form

Project Closure form

Examples from the PeopleSoft Financials Upgrade project:

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

Key Roles in the Project 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:

  • Harry Schuckel – Sr. VP of Administration and Finance
  • Joseph Wood – Provost
  • Miriam King – Sr. VP of Enrollment Management & Student Affairs
  • Theresa Silanskis – VP of Institutional Advancement
  • David Bobart -- CIO of Technology Services

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.