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Incident Standard Service Request Information Request

IT Request

Idea

Capture and refine the idea

Determine the type of work

Minor/Low Impact Change to Existing Service

Change Mgmt.

Work with customer, management to make sure this aligns with priorities and is likely to be supported at leadership levels Gauge for inclusion in a program.

Project - major change, new service, process or organizational development

Project Initiation contd

Acronyms PM Project Manager SME Subject Matter Expert SDLC Systems Development Lifecycle DRB Design Review Board PMG ITS Project Management Group BRM ITS Budget & Resource Management SMT ITS Senior Management Team VCIT Vice-Chancellor Information Technology ACIT Advisory Committee for IT

Key People

Key Resources
My customer My manager My service providers My vendor

ITS Project Library Division priorities Change Management Process IT Request

UC Santa Cruz, ITS Applications and Project Management

Last Update - 2/28/2012

contd

ProbOpp to PMG

close

No

Reference SDLC Process

No

Class 1 Class 2

1 2 3 4 5

Project Initiation Start

Are we ready to work on this?

Yes

Sponsor Consult

Develop Project Proposal

Sponsor Approval Endorsement

Yes

Class 3 Class 4 Class 5

Write Problem / Opportunity statement Have leadership support? Know who needs to be involved? Resources could be available? Is the proposed technology new or familiar to us? (low level feasibility) Is someone else doing similar work? Your managers approval to go to proposal

Assign a PM Confirm sponsor Consult stakeholders & SMEs Determine project class (Risk/ Classification Matrix) Draft Project Proposal Review PM checklist o Large Project o Small Project

Key Resources Risk/Class Matrix Project Proposal template SDLC Process (reference only) Work Breakdown Structure (MindMap or template) PM ChecklistsLast Update - 2/28/2012

Key People
My manager My customer Project sponsor Service Providers Other consultants as needed

UC Santa Cruz, ITS Applications and Project Management

Class 1 Project
Change Management

Close

No

Manage Project
Project Initiation

Managers approval

Yes

Launch project

Report Communicate Escalate Mitigate

Close

Notify change management Notify director Notify DRB (refer to DRB criteria)

Project scope control Key Resources Key People Project templates PM Checklists SDLC Process Change Management process Service Management process DRB process
Last Update - 2/28/2012

* NOTE: Class 1 & 2 projects are internal to ONE ITS unit (incidental service provision or operational support excepted). Multi-unit projects use Class 3.

Project manager Project team Project sponsor SMEs Change Manager

UC Santa Cruz, ITS Applications and Project Management

Project Initiation

Class 2 Project
Close
No

Change Management

No

ITS Manager approval

Yes

Develop Slim Charter

ITS Manager approval

Manage Project
Yes

Launch project
Manager notifies Director Notify DRB (refer to DRB criteria) Notify Change Management

Report Communicate Escalate Mitigate

Close

Copy Proposal text Add sections Review by sponsor Review by SMEs & project team

Approval from all Directors if multiple teams involved Funding approval

Project scope control Key Resources

Key People
Project manager Project team Project sponsor ITS Director(s) SMEs Change Manager

* NOTE: Class 1 & 2 projects are internal to ONE ITS unit (incidental service provision or operational support excepted). Multi-unit projects use Class 3.

Project templates PM Checklists Slim Charter template SDLC process Change Management process Service Management process DRB process
Last Update - 2/28/2012

UC Santa Cruz, ITS Applications and Project Management

Class 3 Project

Close

No

No

Project Initiation

SMT approval

Yes

Develop Full Charter

SMT approval

Yes

Launch project

Manage Project

Director notifies SMT

Slim Charter by PMG exception only Review by sponsor Review by SMEs & project team Budget review by BRM Consult DRB if needed Optional review by PMG

Director schedules SMT presentation PM presents, review as needed Funding and resources locked, pending schedule and conditions

Notify DRB (refer to DRB criteria) Notify Change Management Notify client and stakeholders

Key Resources Key People


Project manager Project team Project sponsor ITS Director(s) SMEs Change Manager BRM PMG

Project templates Project Charter template PM Checklists SDLC Process Change Management process Service Management process DRB process
Last Update - 2/28/2012

UC Santa Cruz, ITS Applications and Project Management

Class 4 Project

Close

No

No

Project Initiation

SMT approval

Yes

Develop Full Charter


Review by sponsor Review by SMEs & project team Budget review by BRM Consult DRB if needed PMG review required

SMT approval

Yes

Launch project

Manage Project

Director schedules SMT presentation PM presents, review as needed

Director schedules SMT presentation PM presents, review as needed Funding and resources locked, pending schedule and conditions

Notify DRB (refer to DRB criteria) Notify Change Management Notify client and stakeholders Launch steering committee if necessary

Key Resources Key People


Project manager Project team Project sponsor ITS Director(s) SMEs Change Manager BRM PMG
UC Santa Cruz, ITS Applications and Project Management

Project templates Project Charter template PM Checklists SDLC Process Change Management process Service Management process DRB process Steering Committee templates
Last Update - 2/28/2012

Class 5 Project
Close
No

No Revision Request

Project Initiation

SMT approval

Yes

Develop Full Charter

SMT approval

ACIT review

Yes

Launch project

Manage Project

Director schedules SMT presentation PM presents, review as needed

Consider Program approach Identify executive sponsors if necessary Review by sponsor Review by SMEs & project team Budget review by BRM Consult DRB if needed PMG review required

Director schedules SMT presentation PM presents, review as needed Funding and resources locked, pending schedule and conditions

VCIT Office schedules Director(s) present, support from PM Other campus reviews as necessary

Notify DRB (refer to DRB criteria) Notify Change Management Notify client and stakeholders Launch steering committees

Key Resources Key People


Project manager Project team Project sponsor ITS Director(s) SMEs Change Manager BRM PMG

UC Santa Cruz, ITS Applications and Project Management

Project templates Project Charter template PM Checklists Program resources SDLC Process Change Management process Service Management process DRB process Steering Committee templates

Last Update - 2/28/2012

Manage Class 3, 4 and 5 Projects

DRB Approval

Budget Management

Project Review

Change Management

Class 5

No

Class 4

Manage Project

Operational Readiness Review

Yes

Close Project

Close

Class 3

WBS/ Schedule / Resource Management

Status Reporting and Communication Plan

Scope/ Change Control

Issues and Risk Management

Sponsor Accepts Transition to Support Service Catalog Training

Documentation Send Closure & Lessons Learned docs to SMT Release resources Communicate Celebrate

Key Resources
SMT liaison initiates mid-point report to SMT

Key People
Project manager Project team Project sponsor ITS Director(s) SMEs Change Manager BRM PMG

Project templates Project Charter template PM Checklists Program resources SDLC Process Change Management process Service Management process DRB process
Last Update - 2/28/2012

UC Santa Cruz, ITS Applications and Project Management