Module II: Project Intake

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

Project Proposal Submittal

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.

Four Phases of Project Intake Image

 

 

 

 

 

 


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).

Card Walls Image

 

 



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

   Key Performance Indicators Image

Figure 4 – Key Performance Indicators Image

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