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Once the decision has been made to initiate a project, the project information should be entered in ServiceNow even if the project is not yet fully defined. Having project information in a place where it can be shared by all stakeholders will facilitate discussions about the project and eliminate the possibility of multiple versions of the information. Use the following guidelines when entering project information.

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The New column indicates whether an entry is required in the field when entering new projects while the In Process column identifies required fields for projects that are under way.

Section

Date Submitted

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Field Name

Description

Choices

New

In
Process

Anchor

	Number
	Number

Number

Project number will be assigned by the system when the project is submitted.

Leave blank

n/a

Required

Anchor

Date_Submitted

Enter the date the project was submitted. The current system date will be used if left blank.

Optional

Priority
	Priority

Priority

The relative importance of the project in the context of all other projects currently being managed in OIT. This field is used as a planning tool to help determine where resources should be allocated and has no effect on the actual execution of the project.

Critical
High
Moderate
Low
Planning

Planning

As Needed

Anchor

	Project_Type
	Project_Type

Project Work Type

From a project management perspective, projects in OIT fall into one of two broadly-defined types:

Maintenance projects are those that are undertaken to implement routine, repetitive work, or short-duration work.
Actual projects are non-routine, expensive, long-duration, require management oversight and detailed reporting. (See Identifying a Project for information on how OIT defines a "project" vs. maintenance.)

Project for actual projects.
Maintenance for non-project work that needs to be tracked.

Project

As Needed

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	Actual_Effort
	Actual_Effort

Actual Effort

Actual number of hours charged to the project. If time cards for the project are being approved, this field is automatically calculates based on the approved time cards of all the resources who worked on the project and all associated project tasks.

Leave blank

Optional

Anchor

	Documentation_Link
	Documentation_Link

Documentation Link

Provide the URL to the main documentation page for the project. This should be a fully-qualified URL including the scheme (e.g., http://, https://) and all elements of the path required to directly access the documentation page.

Leave blank or provide a fully-qualified URL.

Optional

Optional, but recommended

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	Parent
	Parent

Parent

If the project is being managed as a subproject of another project then provide the project number of the parent project. This field can also be managed by updating the subproject list in the parent project itself.

Leave blank or select a project number from the search box.

Optional

Anchor
Date_Submitted
Date_Submitted
Date Submitted

Enter the date the project was submitted. The current system date will be used if left blank.

Optional

Required

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Submitted_By
Submitted_By
Submitted By

The name of the person submitting the project information. Initially this will default to the name of the person entering the project information but it can be changed if the project is being entered on behalf of someone else.

Anyone with a valid UCINetID

Required

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Configuration_item
Configuration_item
Configuration item

If the project is associated with a specific CI, select the CI from the list.

Any defined CI.

Optional

Anchor
Schedule
Schedule
Schedule

The work schedule to be used for the project. The default schedule is an 8-hour work day (from 8:00am to 12:00pm and 1:00pm to 5:00pm). A "day" is considered as a working day, not a 24-hour day.

Select a schedule from the list of defined work schedules.

Optional

Anchor
Portfolio
Portfolio
Portfolio

Project portfolios contain groups of projects. Portfolios have been created for each OIT Team. While the portfolio is optional it is recommended that you indicate a primary portfolio for all new projects.

Typically this will be the portfolio associated with your team or one specified by your manager.

Optional

Anchor
Percent_complete
Percent_complete
Percent complete

The percentage of the project that has been completed. If the Calculation field is set to Automatic then this is calculated based on the percent complete for all tasks associated with the project.

Any number between 0 and 100.

Optional

Required

Anchor
Estimated_cost
Estimated_cost
Estimated cost

An estimate of the cost of the project calculated by rolling up the estimated cost values for all tasks in the project. If no
tasks are in the project, this field is editable. If tasks are configured, this field becomes a read-only rollup calculation and overwrites any earlier entry that you made.

Any numeric value or leave blank and it will be calculated.

Optional

Anchor
Phase
Phase
Phase

The process of directing and controlling a project from start to finish is generally divided into at least four basic phases and possibly more, depending on the project framework being employed. This field is used to define the current phase of the project within its overall lifecycle. This field is not used for any reporting and its use is optional by the project team.

Expand

title	Click here for Phase options and definitions...

Initiating - The project is in its initial stages where it is being examined for benefits, impact, and determination of whether the project can realistically be completed.
Planning - The project is explored in more detail and requirements, project plan, charter, scope and other governing documents are prepared to outline the work to be performed. A project team is assembled and a budget, schedule, and resource requirements are determined.
Executing - Tasks are distributed and teams begin actual implementation of the project work. This includes acquisition of materials, development, deployment, testing, documenting, and production rollout of the work. This phase ends with the client's acceptance of the work.
Closing - After project tasks are completed and the work is in production, an evaluation is performed to highlight project performance.

Initiating

As Needed

Anchor
State
State
State

Current functional state of the project. When changing a project state only the following transitions should be used:

When the Current State is:	It should only be changed to:

Draft


Pending

Pending

Work in Progress, Closed Withdrawn
Work in Progress	Hold, Closed Complete, Closed Incomplete
Hold	Work in Progress, Closed Complete, Closed Incomplete
Closed Complete	No option
Closed Incomplete	No option
Closed Withdrawn	No option

Note that changing a project State to or from Work in Progress or any of the Closed states can have unexpected side effects.

Expand

title	Click Here for more information.

Project State Rollups and Roll Downs

Project task states roll up. The state of parent tasks becomes read only and is updated automatically when you change the states of child tasks.

Project task states can roll up if:

The state of the child task is manually changed and there are no other conditions on the parent task.

The state of the child task is changed to Work in Progress or Closed. These states roll up to the parent. Pending and Open do not roll up to the parent task.

Project states can also roll down:

If you change the state of a project to Closed, all tasks under it change to Closed Complete. If a closed project or closed task is reopened, all tasks under it change as follows:

If the project or parent changes from Closed to Pending or Open:
- Child tasks change to Open.
If the project or parent changes from Closed to Work in Progress:
- Child tasks with a Start on date that has passed are changed to start ASAP and the State is changed to Work in Progress.
- Child tasks with a Start on date that has not yet passed retain the same start on date but the state is changed to Open.

Expand

title	Click here for State options and definitions...

Draft

Pending - Projects that have been partially entered but are not yet ready for formal submission due to missing or evolving information or requirements.

Pending - Projects

Also, projects that have

passed the Draft state

complete information but have not been initiated

yet

due to timing, available resources, or other coordinating events.
Work in Progress - Active projects that are consuming resources.
Hold - A project that has reached the Work in Progress state but needs to be paused for timing, available resources, or other coordinating events.
Closed Complete - The project has been completed and no more activity is being tracked against it.
Closed Incomplete - Work on the project was started but the project is being abandoned without having achieved the defined goals.
Closed Withdrawn - The project did not pass the PENDING stage but will no longer be considered for dedicating resources to.

Draft

Pending

Anchor
Planned_start_date
Planned_start_date
Planned start date

The intended date the project should begin. If the Calculation field is set to Automatic then the planned start date is set to the earliest time that the project schedule allows. For example, if the project task is created at 3:00pm and the default schedule is in use (which has an 8:00am start date), the default task start is 8:00am the next day.

Click the calendar icon and select a date to start the project. Projects do not automatically start on the planned start date. The project actually starts when you click Start project or set the State to Open or Work in Progress.

Use the calendar tool to select a date.

Optional

Required

Anchor
Planned_end_date
Planned_end_date
Planned end date

The intended date the project should end. This field can be set manually but it will be recalculated if the Planned duration or Planned start date fields change. This date is used when preparing reports showing project performance based on dates (i.e,. projects completed early or late).

Use the calendar tool to select a date.

Optional

Required

Anchor
Planned_duration
Planned_duration
Planned duration

The expected duration of the project. The duration is recalculated if the planned end date changes. The duration also considers the project schedule, accounting for any non-work time in the schedule. For example, if the default schedule is used, with a standard 8-hour work day, a project that starts at 8:00am on July 1 and ends at noon on July 2 is calculated as 1 day and 4 hours, not 28 hours. Any project or project task with no children is restricted to a maximum duration of 1,500 days.

Calculated as the difference between Planned start date and Planned end date but can be overridden. Manually entering a duration will force the recalculation of the Planned end date.

Optional

Required

Anchor
Actual_start_date
Actual_start_date
Actual start date

The actual date work on the project began. This field can be set manually but it will be set to the current system date when the Start the Project button is clicked when the project state is set to Work in Progress or Open. Once the time the project starts, this field becomes read only. This date is used when preparing reports showing project performance based on dates (i.e,. projects started early or late).

Use the calendar tool to select a date.

Optional

Required

Anchor
Actual_end_date
Actual_end_date
Actual end date

The actual date the project ended. This field can be set manually but it will be recalculated if the project has any tasks or subprojects and the state of any of the tasks or subprojects changes. In that case, the actual end date will be set to the most recent completion date among all tasks in the project hierarchy. This date is used when preparing reports showing project performance based on dates (i.e,. projects completed early or late).

Use the calendar tool to select a date.

Optional

Anchor
Calculation
Calculation
Calculation

Calculation method for project and subproject begin and end dates as well as percent complete.

Expand

title	Click here for Calculation options and definitions...

Automatic - Begin dates, end dates, and percent complete will be automatically rolled up based on individual task dates and completion percentages from project tasks. Experienced users may want to use this option, but the results can be confusing for less experienced users and the results will rarely coincide with values generated by tools other than ServiceNow (e.g., MS Project).
Manual - Begin and ending dates and percent complete will not be rolled up from individual project tasks. This is the recommended setting in nearly cases.

Manual

Required

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Risk
Risk
Risk

The current risk state of the project. This should be reviewed periodically by the PM and updated as needed. This field is used by the Project Review Team (PRT) to identify projects that require intervention in order to avoid major disruptions. Any project with the Risk set to Critical or High will be reviewed at the monthly PRT meeting.

Expand

title	Click here for Risk options and definitions...

Critical - Project is either stalled or is at imminent risk of becoming stalled. The project team cannot resolve the issue without direct attention from the project executives. Immediate action is needed to get the project moving again.
High - There is a certainty that the project will be impacted by something that is outside the control of the stakeholders. This can include loss of resources (staff, funding, etc.), excessive scope creep, significant noncompliance with project requirements, major testing failures, etc. If remedial action is not taken, the project will stall.
Moderate - It is possible that the project will be impacted by something outside the control of the stakeholders. This can include changes in system architecture, nontrivial changes to project scope, changes in project staffing, reduction in funding, etc. If remedial action is not taken, the project will be able to continue but milestones may be missed or deliverables may have to be re-evaluated.
Low - A risk has been identified but the remedy is easily managed within the framework of the project organization. (It is to be expected that most projects will fall into this category most of the time.)
Planning - Work on the project has not yet started.

Planning

As Needed

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Project_Name
Project_Name
Project Name

Enter a name for the project that is consistent with OIT naming standards.

See Project Naming Standards for information on how to name projects.

Required

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Sponsoring_Office
Sponsoring_Office
Sponsoring Office

The campus department that will be the primary beneficiary of the work completed for the project.

Free form text.

Required

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Assignment_group
Assignment_group
Assignment group

The primary OIT Team working on the project. While many assignment groups could potentially be associated with a project, the group where the majority of the project assignments will be assigned should be entered here.

Select from reference list.

Required

Anchor
Description
Description
Description

A concise description of the project that can be used to clarify the project name. The description should never be more than a paragraph and rarely more than a few sentences. If a more detailed description is needed then use the fields in the Project Proposal section of the form.

Free form text only. Field does not accept images, embedded files, HTML or any text formatting (bold, italic, alternate font, etc.).

Required

Anchor
Work_notes
Work_notes
Work notes

General information and notes about the project's status, progress, milestones, and other deliverables. The notes entered here will be moved to the Activity field when the project record is updated.

Free form text.

Optional

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Current_status
Current_status
Current status

Provide a brief, overall summary of the current state of the project. This information will be used on reports used to inform stakeholders on the project status. Updates to this field will overwrite previous status information and the previous information is not automatically saved. If you want to preserve an archive of the status notes, they should be copied to the project's Work notes field before being updated here.

Free form text only.

Optional

As Needed

Anchor
Current_status_date
Current_status_date
Current status date

The date the Current status field was last updated.

Automatically defaults to the date the Current status field was last updated but can be overridden.

Optional

As Needed

Anchor
Mandate
Mandate
Mandate

Check this box if the project is being implemented in response to a directive with which OIT or the campus must comply. Mandates can come from senior executives on campus, the Office of the President, state or federal agencies, or other sources. It is the responsibility of the Project Manager or Executive Sponsor to determine whether a project is mandate-driven. When this box is checked, be sure to include a description and conditions of the mandate in the project summary. The Project Review Team will consider this information when assigning resources, resolving conflicts, and determining priorities.

Defaults to False (project is not driven by a mandate).

Optional

Proposal Section

Use this section to provide specific details about the project. If you have more information than is practical to enter into any of the fields then provide the information as documents attached to the project record and reference the documents in the proposal fields.

Field Name

Description

Choices

New

In
Process

Anchor

	Business_case
	Business_case

Business case

Describe why the project is necessary. Will the project streamline processes, improve customer service etc.? Describe the customers and consumers of the project who will directly benefit. Who else on campus can benefit? Is the purpose of the project is to comply with a mandate, then describe the mandate.

Free form text only.

Optional

Anchor

	Impacts_and_Dependencies
	Impacts_and_Dependencies

Impacts & Dependencies

Describe how existing systems need to be modified or extended to accomplish this project. Describe the proposed business process from the start of the business transaction until its final conclusion, including changes to the current processes. Are there other important projects that are dependent on this project? Identify specific types of constraints such as budget, schedule, staff, equipment, facilities and infrastructure, etc.

Free form text only.

Optional

Anchor

	Consequences_of_Not_Proceeding
	Consequences_of_Not_Proceeding

Consequences of Not Proceeding

Describe the consequences of not proceeding with the project. Include an assessment of risks, impact on staffing, potential or real compliance issues, etc.

Free form text only.

Optional

Anchor

	Alternatives_Considered
	Alternatives_Considered

Alternatives Considered

Document alternatives considered and why they were rejected.

Free form text only.

Optional

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Financial_ImpactFinancial_ImpactFinancial Impact

	Budget_Labor_New_Cost
	Budget_Labor_New_Cost

Budget (Labor & New Cost)

Provide approximate cost estimates to implement the project. Include initial budget estimate of anticipated hardware costs, software costs, staff hours, consulting and on-going maintenance. Describe financial and staff commitments client expects to make available to this project. Describe the projected cost savings and efficiencies that would occur as a result of the implementation of the project.

Free form text only.

Optional

Anchor
Relevant_Timeframe
Relevant_Timeframe
Relevant Timeframe

Describe any relevant timeframes or related timelines associated with this project. Include mandatory compliance dates (if any) as well as desired target dates.

Free form text only.

Optional

Anchor
architecturereviewsection
architecturereviewsection
Architecture Review Section

Use this section to identify aspects of the project that may impact or be impacted by OIT's overall system architecture. For each category, indicate whether the statement applies. Where a statement does apply, provide a brief comment indicating the nature of the impact or interaction. If you respond "Yes" to two or more statements, you will be contacted by someone from the ARB to determine whether a full ARB review of your project will be necessary.

Field Name

Question

Description

Choices

New

In
Process

Anchor

	new_technology
	new_technology

New Technology

Project will introduce new technology (hardware or software) into the environment or is complex.

If the project will introduce new technology (hardware or software) into the environment, or the project is unusually is complex, reply "Yes" and describe the new technology or complexity.

Yes/No and a Comment

No

Optional

Anchor

	cloud_based
	cloud_

basedCloud-Based

based

Project will utilize a cloud-based service provider (Saas, PaaS, IaaS) that has not been used by OIT previously.

If the project will be deployed using a cloud-based service provider (Saas, PaaS, IaaS) that has not been used by OIT previously, reply "Yes" and describe the new provider and the nature of the service that will be used.

Yes/No and a Comment

No

Optional

Anchor

	mission_critical
	mission_critical

Mission Critical

Substantial changes to an existing mission critical system are required. Mission critical is defined as running critical university business, critical IT infrastructure, safety, subject to regulations, subject to audits, or reads/

writes/stores

writes/stores financial or confidential data.

Reply "Yes" if substantial changes to any existing mission critical systems are required. "Mission critical" is defined as systems that run critical university business or IT infrastructure; impact the safety of persons or university property; are subject to regulations or audits; or access, update, or store sensitive financial or confidential data.

Yes/No and a Comment

No

Optional

Anchor

	new_function
	new_function

New Function

A new business function is being created.

If the project will result in the creation of a new business function or service that has not been provided by OIT previously, reply "Yes" and provide a description of the new service or function.

Image Modified

Yes/No and a Comment

No

Optional

Anchor

	restricted_data
	restricted_data

Restricted Data

The project or application handles restricted data (PII, HIPAA, Credit Card, etc.).

If the project requires access to restricted data (PII, HIPAA, Credit Card, etc.), reply "Yes" and indicate the kind of data that will be accessed, how it will be managed, and what it will be used for.

Yes/No and a Comment

No

Optional

Anchor

	common_service
	common_service

Common Service

The project or application may result in the creation or replacement of a shared or common service.

If the project results in the creation or replacement of a shared or common service, reply "Yes" and describe how the common service will be effected. If a new common service is being deployed then describe the service and by whom you expect it will be used.

Image Modified

Yes/No and a Comment

No

Optional

Anchor

	external_technologies
	external_technologies

External Technologies

The project or application will need to integrate with multiple external technologies or solutions.

If the project

creates a need to integrate

requires integration with external or third-party technologies or solutions, reply "Yes" and include a list of the external technologies and how they will be used over the course of the project.

Yes/No and a Comment

No

Optional

Anchor

	evaluator
	evaluator

Evaluator

This will be the name of the person who completed the architecture review fields. If you are not the person providing the responses but are only entering them on someone else's behalf then change this to the name of the person you are representing.

Anyone with a valid UCINetID

Optional

Anchor

	next_steps
	next_steps

Next Steps

This is a read-only field indicating the recommendation for next steps based on the responses to the statements. There are three possible outcomes:

No "Yes" responses: No action by the ARB will be required.
One "Yes" response: It will be suggested that you review your project plan with someone who has expert knowledge of the area that will be impacted.
Two or more "Yes" responses: You will be instructed to contact the ARB and set up a preliminary review of your project. Depending on the outcome of that review, you may be required to present your project plans to the ARB for a more thorough review.

None

n/a

Anchor
arb_review_date
arb_review_date
ARB Review Date

This will be the date the project was or will be reviewed either by someone from the ARB or the entire ARB at one of their monthly meetings. If the date is in the future then the project will be presented to the ARB on the review date. (The PM usually does the presenting to the ARB with assistance from whatever other resources he or she wants to include.) If the date is in the past then the project has already been reviewed by the complete ARB or a SME designated by the ARB. When this field is filled in, a work note will be added to the project with the prefix of "ARB Review Outcome:"

Use the calendar tool to select a date.

Conditional

Anchor
arb_question
arb_question
ARB Question

If the project has been scheduled for a review by the complete ARB then this field will contain some information about what the ARB will be looking for during the presentation. Any questions about the expectations for the ARB presentation should be addressed to the ARB at uci-arb@uci.edu.

None

No

Optional

Anchor
arb_recommendation
arb_recommendation
ARB Recommendation

Following the ARB review, this field will contain a summary of the recommendations of the ARB.

None

No

Optional

Scorecard Section

Use this section to provide project scoring information. See Project Scorecard for details of how project scoring works and a definition of each scoring factor.

Project Team Section

All project require a project team. At a minimum, a project must have a Project Manager and Executive Sponsor identified. See Project Team Roles & Responsibilities for information on other project team members.

Project History Section

This section contains an ongoing list of changes to the project information and additions to the Work notes field. The section is intended for reference only and has no fields that can be directly updated.

Checklist Section

Provides the ability to define steps and track the progress of tasks without creating additional records. Adding items to a chacklist and checking off completed items does not automatically update the percent complete or state of the task or project.

Time Cards Section

Create time card entries and log time worked against a project or task.

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Version	Old Version 26	New Version Current
Changes made by	Eric Puchalski	Eric Puchalski
Saved on	Jun 13, 2017	Oct 07, 2020

Versions Compared

Key

Proposal Section

Anchor
architecturereviewsection
architecturereviewsection
Architecture Review Section

Scorecard Section

Project Team Section

Project History Section

Checklist Section

Time Cards Section

Page Comparison

Versions Compared

Key

Proposal Section

AnchorarchitecturereviewsectionarchitecturereviewsectionArchitecture Review Section

Scorecard Section

Project Team Section

Project History Section

Checklist Section

Time Cards Section

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architecturereviewsection
architecturereviewsection
Architecture Review Section