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 campus (non-OIT) users.
Internal	These projects are usually not directly visible to campus users and include such things as infrastructure, hardware, software, and system upgrades. These generally involve back-end work to campus systems, or requests to assess and introduce tools, utilities or technical solutions. Internal 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, 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 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 include all phases of the development effort including requirements gathering, design, coding, testing, documentation, training, outreach, and implementation. Estimates for other projects such as vendor software 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.

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.

Project Proposal Process
Overview
Identifying a Project
Submitting a New Project
Project Naming Standard
Process Flow Diagram
Project Proposal Review Process
Project Scorecard
Project Execution & Monitoring

Forms / Templates / Resources
Project Proposal Request Form (MS Word)
OIT's Unified Project Framework
Framework Templates
Frequently Asked Questions
Status Report Templates

Reporting
Project Logs
Project Archives

Committee Membership and Meetings
OIT Project Management Office
/wiki/spaces/adcom/pages/68018776
OIT Architecture Review Board
Project Management Community of Practice

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