ITS Project Management Office (ITS PMO)

The ITS Project Management Office (ITS PMO) strives to continuously improve St.. Cloud State University’s ability to identify, prioritize, and successfully deliver a portfolio of technology projects that are aligned with the strategic goals of the University and the ITS department.

What is a project

An ITS project is a one-time effort with a predetermined scope and goal that will be completed within a specific time period. The IT Advisory Council and the President’s Council will be reviewing medium and large projects. A project sizing matrix will be used to determine project size.

Examples of projects:

  • Customized applications / programming
  • 3rd party software integration to ISRS
  • Software upgrades
  • TK20 implementation

Examples of what is NOT a project:

Project Request Process:

 

Cycle 2 (June - Dec 2016) project intake is CLOSED.

Next intake session will occur in September 2016 for cycle 3 (Jan - Jun 17)

 

Twice a year, in September and March, the ITS Project Office issues a call for project requests. These requests are reviewed by the Vice Presidents and then scored by the IT Advisory Council, assessed for feasibility in terms of strategic alignment with the University, available funding, and resources. (Click Here to see the scoring matrix being used). Once this process has been completed, the IT Advisory Council will make recommendations to the University President’s Council, who in turn will make the final decision on which projects to engage in, which ones need further work, and which will not be acted upon at this time.

The time from submission to results announcement is normally 12 weeks, and new projects are usually initiated in January and July.

Requesting a project from ITS

3 easy steps:

  1. If idea qualifies as a project, you'll need to complete the Project Request Form.
  2. If you're unsure about your project request or need help filling out the form, contact the ITS PMO Office at PMO@stcloudstate.edu
  3. As you prepare your request, please ensure that the proposal aligns with the University's priorities.

What Happens to a Submitted Request?

After your project proposal is submitted, your Vice President / Provost will be contacted and asked to review the request. If the request aligns with the University’s strategic objectives, the request will be scored, prioritized, and presented to President’s Council. President’s Council will then determine work that will be conducted in the cycle. The scoring and prioritization of the project proposals are conducted by the IT Advisory Council which is comprised of a cross representation from across campus. The IT Advisory Council will use a pre-defined matrix (Click Here to see the scoring matrix being used) )to determine a weighted score for each project. Scoring is based on characteristics such as how well the project serves campus priorities, how much of the campus community will benefit from the project, whether there are federal, state or Chancellor's mandates for the project, etc. The project score, along with whether ITS staff (and/or other required campus staff) has available time to work on the project and whether the necessary funding is on hand, will be used to determine the order in which the IT Advisory Council prioritizes each proposed project. The council will then submit its recommendations to the President's Council for consideration and final approval. Project Requests approval statuses will be displayed below.

Exception process

An exception process has been set-up for projects requiring immediate ITS attention and can’t wait for the normal project request processes.

  • Submit an exception request by first completing the Project Request Form and following up with the Exception Request Form.
  • IT PMO will contact your Vice President / Provost for their review of the exception request. Your Vice President / Provost will determine if the request should be brought to the President’s Council for their review.
  • The President’s Council will meet 8 times per year to review the exception requests (after they have been reviewed by the Vice Presidents / Provost) and determine what projects will need to be removed from the current work cycle to accommodate the request or they will deny the request.
  • Exception requests need to state why this particular project requires special treatment. Examples of acceptable reasons are: immediate security concern, meeting a government requirement, or impact to student enrollment that is due before the normal process will allow.

Timelines:

 

Cycle 2 (July - Dec 2016)

  • March 2016
    • Project requests to be submitted March 1 -15, 2016.
    • Vice President's approve project requests to be considered for cycle 2.

  • April 2016
    • Preliminary business analysis work to be conducted on approved projects to ensure the project scope is understood on submitted project requests.
    • ITS teams to review request and provide estimates of work.
    • ITS Advisory Council reviews project requests and scores the projects using this scoring matrix.
    • ITS Advisory Council will provide recommendation to President’s Council on project prioritization.
  • May / June 2016
    • President Council reviewed ITS Advisory Council’s recommendations and determines work effort for IT for Cycle 2 (July 2016 - Dec 16).
    • President Council to review, change or approve recommendation for cycle 2 project work.

  • June 2016
    • Cycle 1 work is finished.
  • July 2016

Current Status of approved project requests for Cycle 2 (July 2016 - December 2016):

 

Project Title Requesting Dept Project Status Prioritization Score Start Date Go Live Date

Web based Survey Module (Student Engagement Survey)

 

IGNITE Center

 

NA

 

181

 

 

 

OBJECTIVE 1: Data Warehouse Change Management and Deployment Environment

 

ITS/OSPE

 

NA

 

368

 

Mobile Safety Platform

 

Public Safety

 

NA

 

NA

 

Graduate Assistant Hiring System

 

Graduate Studies

 

NA

 

236

 

ActiveNet Implementation

 

Campus Rec

 

NA

 

339

 

 

 


Cycle 1 (Jan - Jun 2016)

  • September 2015
    • Project requests were submitted.

  • October 2015
    • Preliminary business analysis work was done to ensure the project scope is understood on submitted project requests.
    • ITS teams will review request and provide estimates of work.

  • November 2015
    • ITS Advisory Council reviews project requests and scores the projects using this scoring matrix.
    • ITS Advisory Council provided recommendation to President’s Council on project prioritization.
    • ITS presents exception request to President's Council. Request is approved.

Current Status of approved project requests for Cycle 1 (January 2016 - June 2016):

 

Project Title Requesting Dept Project Status Prioritization Score Start Date Go Live Date

Physical Security Technology Design

 

Public Safety

 

DONE

 

382

 

1/14/2016

 

6/30/2016

 

Department Files Migration

 

ITS

 

DONE

 

446

 

2/24/2016

 

6/30//2016

 

EXCEPTION - Repair Graduate Admissions

 

Graduate Studies

 

DONE

 

NA

 

1/8/2016

 

6/30/2016

 

Term Course Maintenance Enhancements

 

Records & Reg.

 

DONE

 

338

 

2/22/2016

 

6/30/2016

 

Curriculum Navigator Upgrade

 

Academic Affairs

 

BEHIND

 

382

 

5/10/2016

 

EXCEPTION - A & R Days PSEO & CIS

 

Advising

 

DONE

 

NA

 

11/23/2015

 

1/1/2016