Project Management

What is a Project?

Projects are intended to optimize allocated resources to create value (products and services) for UF. Each project is a bounded set of tasks, with constraints in time and funding, with specific deliverables towards the achievement of a specific goal(s). Note: It is important to differentiate between operational tasks and projects. UFIT also uses additional criteria to help establish a project by assessing the associated work effort in resource hours. Should a set of tasks take more than 80 hours of work effort, then this establishes the tasks as a project. 

Benefits of a Project

• Dedicates and pushes resources towards a common goal and benefits.
• Tracks planned and actual time spent towards said goal.
• Allows for transparency between resources, stakeholders, and sponsors.
• Minimizes risks by facilitating communication and collaboration.
• Ensures documentation is properly completed, approved, and delivered.
• Enforces approval from governance and stakeholders.
• Predicts upcoming tasks and allocations with project plans.
• But, of course, there's always more... just ask our Project Management Office!

PMO MANAGED VS. PMO TRACKED PROJECTS 

Projects are defined by two work types – PMO Managed and PMO Tracked. PMO Managed proposals typically require a High-Level Business Case (HLBC) to be approved by CIO Leadership. Once an HLBC is approved, then the UFIT PMO can formally assign a Project Manager, so they can begin initiating and planning activities. 

If the request is classified as a "PMO Tracked" proposal, then the PMO does not require a High-Level Business Case. However, the PMO always recommends one, regardless of the work type.  

PMO Managed Criteria 

If a request meets at least three of the following criteria, then the UFIT PMO considers it "PMO Managed" effort and recommends assigning a UFIT PMO Project Manager. Otherwise, the effort is classified as "PMO Tracked" and usually managed by someone outside of the UFIT PMO. 

1. Customer/Constituents' user experience is/will be impacted by project outcomes. 
2. Implementation or replacement of a product or service. 
3. High risk to enterprise-wide mission-critical services that could negatively impact customer/constituents' user experience. 
4. Unanimously approved high-level business case by CIO Leadership. 
5. Multiple UF departments responsible for deliverables.