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Managing a Project

Project lifecycleThe UMW IT Project Management Standard provides Information Technologies (IT) project teams with a set of standards to initiate and manage individual projects. This Standard provides tools to make the project manager’s job a little easier. It contains definitions, guidelines, and templates for the various project management activities needed to deliver successful projects. The Standard establishes common ground for all projects with UMW IT.

A project is:

  • A temporary effort undertaken to develop a unique product, service or result
  • Has an established beginning and end time
  • Has a set of defined tasks and assigned resources
  • Includes significant changes in technology architecture or a system migration beyond that considered as general maintenance, enhancement, or refresh activity

Discovery

The ‘discovery’ phase is initiated through the submission of the Project Evaluation Questionnaire (PEQ). University departments should contact IT and complete a PEQ prior to soliciting acquisition, development or enhancement of technology solutions. IT should be involved early in project selection and planning whenever a technology solution is being considered. The submission of the PEQ does NOT mean a project has or will be created. The PEQ is a tool for gathering and sharing information relative to the proposed initiative. The person/department proposing a technology initiative/solution is responsible for completing and submitting the PEQ. The PEQ is submitted online via the following link:

Project Evaluation Questionnaire (PEQ)

Project Life Cycle

1. Initiation

The initiation phase delivers the Project Charter. The charter is your project’s ‘contract’ defining what you will accomplish, how you will do it and when it will be complete. The charter formalizes the existence of the project and approves the project to advance to the Plan Stage. A project charter is suggested for Low category projects and required documentation for all High and Medium category projects.

Deliverable(s):

  • A Project Charter

2. Planning

The planning phase delivers the Project Plan. Plans are developed for communications, management of quality, risks and procurement. A detailed project schedule and work breakdown structure is defined. The IT PMO will work with the Project Manager to identify documentation and project management activities that will be required based on the project categorization.

Deliverable(s): 

  • Project Activity Schedule
  • Project Budget Costs Plan
  • Project Communications Plan
  • Project Procurement Management Plan
  • Project Quality Management Plan
  • Project Resource Plan
  • Project Risk Log

NOTE: All applicable documentation MUST be completed and approved by the CIO before a project can progress to Execution and Control.

3. Execution and Control

During Execution and Control the team members begin the actual work, as defined in the project plan, to complete the defined tasks and develop the deliverables. Plans and processes are implemented for managing and controlling communications, quality, risks, and procurement. Regular project status reports monitor and track the progress, issues, and risks.

Deliverable(s):

  • Project Status Report
  • Executed and Controlled Project

4. Close Out

Close out concludes all project activities and administratively closes the project. Outcomes are assessed, best practices are highlighted and lessons learned are documented.

Deliverable(s):

  • Project Closeout Report