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

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Work Estimate / Technical Evaluation

  • Campus requests are routed to the project manager for technical evaluation and time estimate.
    • The hours estimated for the project are based on a general understanding of the project and its scope
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    Summary

    After receiving the completed template, requests are logged and categorized. This is sometimes followed by a technical evaluation by the OIT manager to supply additional information on the work involved.

    These are for new systems or system enhancements These include requests that are mandated by the Federal or State Government
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    Request Type   

    Detail

    Campus requests

    78%

    Summary

    After OIT receives a project proposal, it is logged and classified.

    Project Class   

    Comments

    Campus

    • This includes projects which affect or are visible to
    the campus.They meet the needs of campus departments, functional offices, or individual units
    • campus (non-OIT) users.

    Internal

    requests

    • These projects are usually
    projects which are
    • not directly visible to
    the campus community.These projects could include major
    • campus users and include such things as infrastructure, hardware, software,
    or framework upgrades that impact OIT staff
    • and system upgrades.
    • These
    sometimes
    • generally involve back-end work to campus systems, or requests to
    asses
    • assess and introduce
    new
    • tools, utilities or technical solutions.
    • Internal
    requests are generally 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.
    These requests
    • They often contain compliance deadlines that the campus must meet
    .

    Less than 80 hours' work or Cancelled requests

    • This category includes campus requests that are found to be less than 80 hours of work after a technical review has been completed (see below).
    • The person submitting the request may also cancel their reques for a number of reasons.
    • If the request is not well defined and no additional information is provided when asked for by OIT, the request may be cancelled.
    • and the generally result in re-evaluation of other priorities to free up resources.

    Work Estimate & Technical Evaluation

    • Proposals are reviewed 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 should such as vendor software include time for installations, coordination, tracking, training, and implementation.

    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.  This is a ballpark estimate which may be revised once the project has been scheduled and the requirements are more completely understood.
    • If resources and skill levels are available to cover the budget for the project, work on the project will be scheduled accordingly.
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    • 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.

    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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