A project management overview of creating and evaluating a proposed project during the intake phase and taking the project through the approval process.
Project Intake is an iterative process designed to review and evaluate project proposals that are submitted.
- The first step of the intake process starts with receiving a project concept.
- The second step of the intake process ends with project approval or disapproval.
Project Intake process is important to IT Department because it allows:
- Documentation and understanding of requirements.
- Ability to effectively manage resources and commitment.
Project Intake process is important to Stakeholder because it allows:
- Understands project documentation and commitment.
- Faith in the IT project management performance.
Four Phases of Project Intake:
1) Project Proposal Submittal – Business Stakeholder submits project proposal via RAMSupport
Figure 1 – Project Proposal Submittal Process Image
2) Project Proposal Review – EPS Manager submits to OIT Leadership.
3) Project Classification – OIT Leadership classifies what type of project:
*Enterprise Projects (EPS) – Requires standard PM documents and standards.
- Department Project Request
- Department Service Request
- Department Incident Request
4) Project Initiation – If classified as EPS then PM/PL will generate Project Charter via RAMSupport and EPS Project folder created and tracked in TDX/PPM.
Figure 2 – Four Phases of Project Intake Image
Project Intake Tracking is the process of managing which includes but limited to:
- Submitting and tracking project requests,
- measuring the project status,
- reporting the project milestones and/or benchmarks,
- and identifying the tasks and activities required in achieving the pre-defined results.
Enterprise Document Tracking Protocols:
- EPS document tracking within TDX/PPM project folder.
- Track documentation Sent and Approved dates to CIO and Sponsor(s) for the following documents:
- Project Charter
- Project Management Plan
- Software Requirements
- Test Plan
- Project Close-Out
Enterprise Schedule Tracking Protocols:
- Waterfall methodology using scheduling function within TDX/PPM project folder.
- Track projected schedule dates for the Project Team, CIO & Sponsor(s), and Stakeholder(s).
- Project Management phases
- Initiating
- Planning
- Executing
- Controlling
- Closing
Enterprise Task Tracking Protocols:
- Agile methodology using Sprint tracking within TDX/PPM project folder.
- Track task(s) using card walls for the Project Team, CIO & Sponsor(s), and Stakeholder(s).
Figure 3 – Card Walls Image
Enterprise Key Performance Indicators (KPI) Tracking Protocols:
- EPS Unit audits for project management compliance for each PM/PL.
- Track project process using key performance indicators (KPIs) and reports non-compliance to CIO.
- KPI Metrics:
- Metric 1 – Project Productivity
- Metric 2 – Project Scope
- Metric 3 – Project Alignment
- Metric 4 – Project Outcomes
Figure 4 – Key Performance Indicators Image