Project Execution & Monitoring

Once a project is initiated and a project manager is assigned, detailed planning, analysis and requirement definition occur for a project. OIT uses comprehensive Systems Development Practices and Guidelines to ensure project implementation follows industry best practices and that projects are implemented consistently and include appropriate quality controls.  Deliverables of the planning phase will be a requirements document, project plan including a task timeline, resource assignment, and effort estimation. It is required that the project sponsor and any other organizations committing resources review and approve this plan. Projects proceed to the development phase after this agreement is received.

Proposal and Project Monitoring

Once this plan is complete, the project will be baselined for budgeted hours and timeline. This baseline information will be tracked against for project performance and project metrics will be gathered.  For smaller projects, where a detailed project plan may not be required, at a minimum, the information for the budget and timeline must be communicated to the client along with project status.

Smaller projects are usually reviewed and managed within the internal, OIT Project Review Team. Projects that are of a larger scope, more complex, or require significant budgets or FTEs, are escalated for review and monitoring by the IT Oversight Committee.

Projects that undergo significant scope creep or requirements changes may need to be re-reviewed. If there is a documented and approved change in scope or approved change in timeline, the project may be re-baselined with the approval of the IT Oversight Committee. The IT 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.

Approved, In Progress projects will go back to the review committee if:

• Dollar cost exceeds 110% of baseline budget.
• Effort in hours exceeds 110% of baseline budget
• Project duration exceeds 125% of baseline budget

Project prioritization and scheduling will be reviewed on a monthly basis.