A business plan should be created if the proposed project is a NEW service. Additionally if there is a change to a service please contact a Service Manager to determine if a revised business plan is needed.

• Deliverable: Business Plan
• Outcome: Submit to the Service Portfolio Management Team

The mini charter identifies key elements of the proposed charter.

• Deliverable: Mini Charter
• Outcome: Proposed mini charters posted to LiveSpace

The Leadership Team meets 3 times a year (May, October and February) to prioritize projects as Level 1, 2, or 3. They will also classify the project as Project or Project Lite.

• Deliverable: Prioritized Project Portfolio List
• Outcome:
  • PMO will create a project in Unanet
  • Project added to Project Dashboard

SGG candidate projects are submitted to the SGG in August. A second meeting with SGG will occur when the project is ready to begin.

• Deliverable: SGG Funding Request
• Outcome: Submit to ITS Strategy Group

First time project managers can schedule a meeting with the PMO to review project process and deliverables.

• Deliverable: PM and Sponsor are assigned
• Outcome: Once identified the Project Manager should meet with the Sponsor and can begin the planning stage of the project.

Functional managers assign actual resources in Unanet.

• Deliverable: Status Updates on Project Dashboard and Unanet Forecasts
• Outcome: Unanet forecasts at this point should only assign resources to the ANYONE category

Project Kick-off meeting should include all project team members, including the Sponsor, and the Service Manager, Campus Readiness and ISO (if project will touch restricted or prohibited data).

• Deliverable: Kick off project
• Outcome: Team is identified and project is launched

The archiving of project documentation is an important step in the project process. A folder will be created in DocuShare and all relevant project documentation should be posted there.

• Deliverable: Project documentation posted to appropriate project folder in DocuShare
• Outcome: Project documentation will be retained and archived.

The full project charter should be defined with input from key stakeholders, the sponsor, and the project team.

• Deliverable: Full Project Charter
• Outcome: Defines the project scope, timeline and budget

Once the full charter is completed, the Project Sponsor and PMO to review

• Deliverable: Full Charter Reviewed
• Outcome: Project Manager to post to DocuShare

If the project has restricted or prohibited data then ISO will need to assess. They should be included early in the project preferably in the project kickoff meeting.

• Deliverable:
  • Review Stanford ISO Security Guidelines
  • Prepare Information Security Risk Assessment Questionnaire
  • Prepare Preliminary ASP Security Criteria & Questionnaire (outsource vendors)
  • If ISO makes interim decisions or findings, please request that these be issued in an email and that it includes the ISO ticket number.
• Outcome: Security Review is completed and results reviewed with the Sponsor. If there are outstanding findings they will be forwarded to internal audit.

If client includes LPCH or SUH, a signed Hospital Project Agreement is required. The hospital liaison should assist in this process.

• Deliverable: Hospital Project Agreement
• Outcome: Completed agreement is posted to DocuShare

Project manager and Service Manager to review service delivery checklist together.

• Deliverable: Service Delivery Review
• Outcome: Post meeting minutes and checklist to project folder in DocuShare

Meeting must include Project Manager plus Operations Owner who will be managing the product/service in production.

• Deliverable: Support Strategies Planning (SSP)
• Outcome: SSP First Review form posted to Project DocuShare folder

The communications plan should convey how information is going to be conveyed to project sponsors, clients, and to other stake-holders, and the University community in general. Depending on the project, Communications Plan may include elements of promotion, training, and change management.

• Deliverable: Communication Plan
• Outcome: Communication plan defined and reviewed by sponsor and project team

Ordering, fulfillment and billing process is defined and communicated. Please contact PMO to arrange this process meeting.

• Deliverable: Process Definition
• Outcome: Ordering, fulfillment and billing process is defined and communicated

Revised QA toolkit coming soon.

• Deliverable: Test Plans Defined
• Outcome: Test plans, cases and results should be posted to the project folder in DocuShare

Meeting must include Project Manager plus Operations Owner who will be managing the product/service in production.

• Deliverable: Support Strategies Planning (SSP)
• Outcome: SSP Second Review form posted to Project DocuShare folder

Project manager and Service Manager to review service delivery checklist together.

• Deliverable: Production Transition Acceptance
• Outcome: Post meeting minutes and checklist to project folder in DocuShare

The production transition approval is to confirm that the service manager, operations owner, business owner and project sponsor approve the transition into production. This approval must be presented to the Change Advisory Board in order to receive a Change Management Request (CMR).

• Deliverable: Signed Production Transition Form
• Outcome: Confirmation that the proposed project has completed necessary steps to move into production.

Please incorporate required lead times in planning.

• Deliverable: Change Management Request (CMR) and Change Advisory Board Meeting (CAB)
• Outcome: The change management process is followed

Any new product or service should first be deployed to IT Services before being rolled-out to campus if possible.

• Deliverable: Pre Release
• Outcome: Issues from Pre Release Identified, addressed, and documented in DocuShare

Survey results to be compiled by project Manager and given to PMO

• Deliverable: Lessons Learned
• Outcome: Documents Posted to Project Folder in DocuShare

PMO to facilitate the Review meeting

• Deliverable: Post Implementation Review
• Outcome: Post Implementation Report posted to project folder in DocuShare

The project closing documents should be presented after the Project Post Implementation Review is completed.

• Deliverable: Project Closing Acceptance
• Outcome: Documents Posted to Project Folder in DocuShare

Ensure all completed documents are archived in the project folder. When the final documents are posted, notify the PMO, so they can move the folder.

• Deliverable: Completed documents Posted to Project Folder in DocuShare
• Outcome: The project folder will be moved to the closed projects section in DocuShare