Project Management

The ITS project management team is committed to working with departments across campus to identify and design technology solutions. If you are about to start a technology-related project with us, please review the guidelines below. For a schedule of current project sprints, please click the link below:

Before You Start

Here are some key questions to ask before starting a project:

  • What objectives will the project achieve?
  • Do you have time to invest in developing a solution?
  • Is now the right time for this project?
  • How will this project benefit your department? 

Roles & Responsibilities

Project Roles

Stakeholder: A person with an interest in the outcome of the project. Stakeholders may have functional or technical roles and may be designated as primary or secondary stakeholders. Primary stakeholders provide sign-off on functional requirement specification documents.

Sponsoring Team or Department: The intended owner of the tool that is the outcome of the project. This group will typically own most of the data involved in the work. 

Project Lead: The functional project lead acts as the subject matter expert and is responsible for leading project meetings, managing functional testing and signing off on any design documents or change requests. A technical project lead is usually a developer but in some cases may also be a business analyst or project manager. 

Testing Team: Testing teams can include stakeholders and end users. The testing team is responsible for making sure that the end product meets all the requirements. 

Functional Team Member: This person is responsible for ensuring completion of functional tasks, such as day-to-day operations and procedures, documentation, training and testing. Functional team members can also be stakeholders. 

Business Analyst: Business analysts are responsible for defining detailed project requirements and working with stakeholders and functional teams to access and analyze needs. 

Project Manager: A project manager oversees the overall progres of the project, including providing guidance on resource allocation, the scope of the project and work assignments. 

Client Responsibilities 

  • Assess the needs and take the time to develop the scope and objectives for the project. Consider costs and benefits, and research existing solutions on campus. 
  • Identify your project sponsor and project lead. Designate a representative to work with ITS.
  • Work with the ITS project management team and other stakeholders to develop a project timeline with milestones and deliverables.
  • Develop, review, and approve requirements. 
  • Be available to answer questions and make decisions. Throughout the project you may be asked to respond on a daily or weekly basis.
  • Test fully and provide clear, timely feedback.
  • Manage training, support, and communications during the project.

ITS Responsibilities

  • Provide advice and support during the development of project scope and objectives.
  • Research technical options and define technical needs.
  • Assign technical lead and other required project roles.
  • Work with the client to develop a project timeline that includes project milestones. 
  • Design and construct application with a third party solution.
  • Construct or facilitate implementation and integration of third party solution.
  • Test the application and refine based on feedback. 
  • Facilitate training, support, and communication.
  • Implement solution with the client.

Project Phases

Projects have five major phases: 

Planning and Analysis: During this phase you will meet with the project manager, business analyst, or other technical experts to define your needs, the business processes and the scope of the project to develop a solution. After the specifications are identified, we will build a project timeline and assign tasks. 

Design: Design phases of a project may involve building diagrams or models, creating mockups or clearly defining data. 

Development: This is the building phase of the project. ITS may take on most of the tasks during this time but clients are expected to respond to questions as the project moves forward.

Testing: ITS will work with you to create and develop an efficient testing plan. 

Implementation: Depending on the nature of the project, implementation can involve communication or training to affected groups and planning for future maintenance.