THIS IS A DRAFT AND A WORK IN PROGRESS. ALL COMMENTS ARE APPRECIATED.
Overview
Once a project is initiated and a project manager is assigned, detailed planning, analysis and requirement definition should occur for a project. OIT uses a comprehensive Software Development Life Cycle that ensures project implementation follows industry best practices and that projects are implemented consistently and include appropriate quality controls. A deliverable of the planning phase will be a project plan including a task timeline, resource assignment and effort estimation. It is requirement that the project sponsor and any other organizations committing resources review and approve this plan. Projects can proceed to the development phase after a stakeholder agreement is received.
Once this detailed plan is complete, the project will be baselined for budgeted hours and timeline. This baseline information will be tracked against for project performance and will be the basis for computing project metrics. For smaller projects, where a detailed project plan may not be required, at a minimum, the information for the budget and timeline must be completed on the Project Status Document.
Smaller projects, usually defined as those that can be implemented within a 9 month timeframe and with 2 programmer FTEs, are usually reviewied and managed within the internal, OIT Review Committee. Projects that are of a larger scope, more complex, or required significant budgets or FTEs, are escalated for review and monitoring by the OIT Oversight Committee.
In the instance where the baseline estimate exceeds the approved estimate by 30%, the project must go back to the OIT Oversight Committee for additional review. In addition, for smaller projects that have undergone significant scope creep or requirements changes, if the baseline estimate exceeds 120 days of effort or $100,000, the project must go back to the OIT Oversight Committee for re-approval.
If in the course of a project, there is a documented and approved change in scope or approved change in timeline, the project may be rebaselined with the approval of the OIT Oversight Committee. The OIT Oversight Committee must approve any material change in scope for an approved project. A material change in scope is defined as a 25% change in project duration or a 10% change in resource requirements.
Proposal and Project Monitoring
Approved, In Progress Projects
For projects in flight, the following will trigger an review:
- Dollar cost exceeds 110% of baseline budget.
- Effort in hours exceeds 110% of baseline budget
- Project duration exceeds 125% of baseline budget
Approved, To Be Scheduled Projects
- During the quarterly prioritization and scheduling process, any proposals that have been approved but are not scheduled to execute in the next twelve months are returned to OIT Oversight Committee for further review.
Submitted, Under Review Proposals
- Project proposals will not be accepted into the process without complete proposal information.
Projects exceeding any of the above thresholds as reported on the project status summary report, with more than 30 days left until project completion, will be reviewed by the OIT Oversight Committee at their next meeting. The OIT Oversight Committee may suspend any projects not proceeding satisfactorily at its discretion.