PROJECT INTAKE: Upon receipt of a Project Request, HR-PMO will schedule a Project Intake Meeting with the project requestor to review the business case & supporting documentation, clarify project objectives, and gather additional information as needed to ensure that it is not a duplicate project request.
The Business case & supporting documentation must provide a brief background that sets the context for the problem to be solved, an analysis of possible solutions with high level resource estimates (since product may be unknown at this point), and a recommendation for a path forward.
The HR-PMO assigns a Project Manager based on the size & complexity of the project.
The Project Manager drafts the Project Charter in preparation for presentation to the HR-Project Selection Committee.
PROJECT SELECTION REVIEW: The HR-PMO schedules & facilitates the the Project Selection Review at the next monthly meeting of the HR Project Selection Committee (or as soon thereafter as possible). The committee reviews the project deliverables submitted and provides their decision to either: (a) Approve the project (with or without conditions) or (b) Discontinue the project.
If the project is approved (with or without conditions) , the HR Project Leadership Team prioritizes the project based on criteria that takes into account resource requirements and impact of the project on the University. This prioritization serves as a guide for allocation of project resources and guides the HR-PMO to focus on projects that provide the highest value and drive the University’s strategic goals forward.
If the project is approved with conditions, the Project Manager is responsible to ensure that the conditions are satisfied as the project progresses through the project lifecycle.
If the project is discontinued, the project is removed from the HR Project Portfolio and the requestor is informed of the reason for the decision to discontinue. Discontinued projects can be re-submitted into the portfolio after 365 days (from the date they were discontinued).
PROJECT SCHEDULING: Approved projects that have an IT-related component are also submitted to the HR-Project Steering Committee (HR-SC) for approval into the IT project portfolio, scheduling & execution.
PROJECTKICK-OFF MEETING: Upon approval, the Project Manager invites the project stakeholders to the Project Kick-off Meeting to begin planning activities and the project is now considered an “Active” project within the HR Project Portfolio. The Project Manager begins publishing Weekly Status reports and leads the project execution activities.
