The IT Project Management Framework

The IT Project Management Framework

Information Technology Services

Updated: June 30, 2019, Version 2.0

Contacts and Document Control

Contact Information Information Technology Services Portfolio and Project Management Office pmo@gmu.edu /

Document Control

Item Document Title Document Location

Document Owner

Document Manager Document Description

Authority

First Issued Date This Issue Date Approved By

Detail The IT Project Management Framework Information Technology Services Website Working with ITS ? Portfolio and Project Management George Mason University Information Technology Services (ITS) ITS Portfolio and Project Management Office The IT Project Management Framework provides the process and templates used for managing and tracking IT Projects at George Mason University. University Policy 1310 ? Information Technology Project Management (revised June 2019) May 2010 June 2019 Charles Spann

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Table of Contents

Contacts and Document Control .................................................................................................. i Contact Information ................................................................................................................ i Document Control ................................................................................................................... i

Table of Contents ....................................................................................................................... ii Introduction ............................................................................................................................... 1 Definition of an IT Project ........................................................................................................... 2 Project Roles and Responsibilities............................................................................................... 2

Project Sponsor ...................................................................................................................... 2 Project Steering Committee.................................................................................................... 2 ITS Project Owner ................................................................................................................... 3 Project Manager ..................................................................................................................... 3 Stakeholders ........................................................................................................................... 3 Users ...................................................................................................................................... 4 Project Team .......................................................................................................................... 4

Project Team Leaders.......................................................................................................... 4 Subject Matter Experts (SMEs)............................................................................................ 4 Operations Staff.................................................................................................................. 4 Customer Representative.................................................................................................... 4 Vendors .............................................................................................................................. 4 ITS Portfolio and Project Management Office ......................................................................... 4 Project Types .............................................................................................................................. 5 Standard Project ..................................................................................................................... 5 Light Project............................................................................................................................ 5 Iterative Project ...................................................................................................................... 6 Project Framework Components ................................................................................................ 7 Project Lifecycle.......................................................................................................................... 7 Identification .......................................................................................................................... 8 Initiation ................................................................................................................................. 9 Planning................................................................................................................................ 10 Delivery ................................................................................................................................ 11

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Delivery ? Execution.......................................................................................................... 11 Delivery ? Monitor and Control......................................................................................... 11 Closeout ............................................................................................................................... 12 IT Project Management Policy and Reporting Requirements .................................................... 12 Appendix 1 - IT Project Management Templates....................................................................... 14 Core Project Information ? The Header................................................................................. 14 1-Prioritization Criteria Worksheet (PCW)............................................................................. 15 2-Project Request Summary.................................................................................................. 15 3-Charter .............................................................................................................................. 16 4-Planning Document ........................................................................................................... 16 5-Acceptance of Deliverables................................................................................................ 17 6-Approval to Proceed .......................................................................................................... 18 7-Approval to Operate .......................................................................................................... 18 8-Project Closeout Document ............................................................................................... 19 Appendix 2-Automated Project Tools ....................................................................................... 20 Appendix 3 ? Project vs. Portfolio Management ....................................................................... 20 Appendix 4 - Definitions............................................................................................................ 22

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Introduction

The Information Technology (IT) Project Management Framework, originally released in May 2010 and revised June 2019, is a methodology that references industry standards to identify, classify, document and manage IT projects. The goals of this Framework are:

1. To inform IT Project Managers and stakeholders of the IT Project Management Lifecycle in use at Mason and how to apply it to manage their projects in a standardized, repeatable manner

2. To provide a set of IT Project Management templates and tools that can be used by project teams to plan and execute projects

3. To provide management controls through data collection and approvals to satisfy regulatory and audit requirements

Project managers should employ this Framework as an integral part of the workflow for all project team members and activities. To ensure continuous improvement and reliability of the Framework, it is crucial that project managers (and team members) enter and update project information regularly. The Framework provides tools and guidance.

While the IT PM Framework provides templates and tools, successful project management is primarily about the data and information collected and used throughout the project's lifecycle. It is recognized that there are multiple ways to capture and document required project management information. The provided templates ensure that relevant information is captured and reported.

The Framework is designed to ensure: ? Clarity ? Requirements, Scope, Definition of Done, Roles & Responsibilities ? Alignment ? Continuity Between Phases, Realized Business Value ? Traceability ? Acceptance, Current Autonomy Level, Government Reporting Requirements ? Effective Resource Utilization ? Level of Effort, Tracking, Planned vs Actual

The IT Project Management Framework (Framework) is intended to be used by ALL IT Projects at George Mason University and is supported and maintained by the ITS Portfolio and Project Management Office (PPMO). Full details of the Framework, templates, and additional information are available on the ITS Website, under "Working with ITS".

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