This project review and approval framework is intended to apply to any project conducted by OIT staff. PMC members are working to exercise and refine this framework during 2014-2015.

OIT Project Life Cycle Approvals

0. PMO Review

When a project proposal is initially submitted, OIT PMO staff will review the submission for completeness and trigger the Initiation Phase review step once the proposal is confirmed to be complete

Initiation Phase:
1. Purpose: Identify what needs to be done, why and what impacts it will have
2. Intent: of the phase:
  1. Ensure awareness of the need/activity across OIT directorships
  Ensure good process is being followed
3. Requirements: OIT Project Proposal
  1. Maybe other templates for projects that don't fit in the OIT Project Proposal template
  2. Initial resource requirements and dependencies
4. Reviews: Review and approval required before further planning and design work commences - record when and who gave review and approval
  1. Project Review Team (PRT):
    1. OIT Software Development Directors group (for software projects)
    2. OIT Assistant CIO and OIT Director over the project's PM (for any other projects)
      1. Ensure FYIs go to the other OIT Directors for awareness
  2. PM for the project should decide what other groups should be involved in the review/approval meeting
  3. The PRT will determine whether the OIT Architecture Review Board needs to discuss/review/approve the project initiation details
    1. PM will be responsible for coordinating with the ARB
Implementation Phase:
1. Purpose: Plan, design and propose a specific implementation/execution plan
  1. Project lead will determine an appropriate project implementation methodology
2. Requirements: TBD - Project Plan ...
  1. May include Functional Requirements, System Design, Project Plan, Resource Requirements, etc.
3. Reviews : Review and approval required before proceeding with the execution of the project - record when and who gave review and approval
  1. Project Review Team (PRT):
    1. OIT Software Development Directors group (for software projects)
    2. OIT Assistant CIO and OIT Director over the project's PM (for any other projects)
      1. Ensure FYIs go to the other OIT Directors for awareness
  2. PM for the project should decide what other groups should be involved in the review/approval meeting
  3. The PRT will determine whether the OIT Architecture Review Board needs to discuss/review/approve the project implementation details
    1. PM will be responsible for coordinating with the ARB
Go-Live Phase:
1. Purpose: Execute the implementation plan, but stop before final go live to attain final authorization
  1. Ensure documentation, processes, tasks and issues are adequately closed before go-live
2. Requirements: TBD
  1. Confirmation products/services to be delivered meet expected requirements/plans/processes
  2. Confirmation of customer acceptance and readiness to go-live
  3. Audit checklists (completed)
  4. Security reviews (completed)
3. Reviews: Review and approval required after implementation work has been completed but before final go-live - record when and who gave review and approval
  1. Project Review Team (PRT):
    1. OIT Software Development Directors group (for software projects)
    2. OIT Assistant CIO and OIT Director over the project's PM (for any other projects)
      1. Ensure FYIs go to the other OIT Directors for awareness

Other Notes:

This general framework will be implemented within ServiceNow as a workflow
- Until that's available, we can still follow-up this process without ServiceNow to work out any kinks, clarify requirements for each phase and make needed refinements
Future possibilities could include additional phase gates to provide finer-grain reviews/approvals, like closeout. etc
Some larger initiatives may take an iterative approach where the Project Life Cycle Approval process is conducted for each major phase/module of the project

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