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

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