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THIS IS A DRAFT AND A WORK IN PROGRESS.  ALL COMMENTS ARE APPRECIATED.

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Summary

After receiving the OIT receives a project proposal, it is logged and categorizedclassified.

Request Type   

Project Class   

Comments

Campus

requests

  • This includes
systems or system enhancements
  • projects which affect or are visible to
the
  • campus
users.
  • These can be broken down into:
    • Projects that can be satisfied with existing team resources
    • Projects that need resources beyond those assigned to the team.  These projects will need to go through an additional review phase.
    • Internal requests
    • (non-OIT) users.

    Internal

    • These projects are usually not directly visible to
    the
    • campus
    community
    • users and
    may
    • include such things as infrastructure, hardware, software,
    or
    • and system upgrades.
    • These
    sometimes
    • generally involve back-end work to campus systems, or requests to assess and introduce tools, utilities or technical solutions.
    • Internal
    requests are typically submitted by OIT staff.

    Mandated requests

    • projects require coordination with end users since they generally impact IT services used by the campus.

    Mandate

    • These projects represent work resulting from mandates from federal or state agencies, UC Office of the President,
    Auditors
    • auditors, or other regulatory agencies.
    • They often contain compliance deadlines that the campus must meet and the generally result in re-evaluation of other priorities to free up resources.

    Work Estimate

    /

    & Technical Evaluation

    • Proposals are routed to the responsible OIT manager for technical evaluation and time/budget estimatereviewed by a Project Review Team (PRT) consisting of a number of senior technical OIT staff and subject matter experts.
    • The PRT selects (or confirms) a team within OIT that will be responsible for in-depth technical evaluation, time and budget estimate, and possibly implementation of the project.
    • Estimated hours for development projects should include all phases of the development effort including requirements gathering, design, coding and , testing, documentation, training, outreach, and implementation. Estimates for other projects such as vendor software should include time for installations, coordination, tracking, training, and implementation. Often, Memorandums of Understanding (MOUs), and Service Level Agreements (SLAs) will be required for special projects.
    • Most projects are also reviewed by the Architecture Review Board to make sure the project complies with OIT guidelines for security and technical architecture.

    Implementation

    Following classification and review, the project is reviewed with the functional unit that submitted the project to establish timelines and priorities. At this point the project enters the implementation phase.

     

    Project Budget

    An initial budget for the project will be derived based on the project's estimated hours, any software licensing and hardware or equipment costs, training and possibly consulting costs.  This is a ballpark estimate which may be revised once the project has been scheduled and the requirements are more completely understood.
    Section

    Assignment of Resources

    Projects are assigned as resources become available, starting with the highest priority project, but the following are also considered:

    • OIT considers existing projects, work effort needed for the project, dependencies, and developer skill and availability when assigning resources.
    • It is possible for a project further down on the priority list to start before one higher up, if required resources for the higher project are not yet available.
    • A functional unit may provide funding for a project so that OIT can hire additional programming staff to work on the project.
    • The PRT works to commit resources for larger projects well in advance of project start dates as these resources are harder to schedule.

     

     

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