The following request types are managed and maintained within the UF Project Management Office's Project and Portfolio Management (PPM) tool.

  • Enhancement – An improvement to an existing UFIT service that requires less than 80 hours of effort and will result in a high value output with low costs.
  • Proposal – CIO Leadership must determine whether they approve of each proposed project's objectives, costs, resource allocations, etc., usually in the form of a High-Level Business Case (HLBC). These are recorded as “UF - Proposal” requests within PPM and require at least 80 hours of effort.
  • Project – Per the Project Management Institute (PMI), a project is “a temporary endeavor undertaken to create a unique product, service, or result.” These requests are automatically generated when a “UF – Proposal” request is formally approved.
  • Risk – Per the Project Management Institute (PMI), a risk is “an uncertain event or condition that, if it occurs, has a positive or negative effect on one or more project objectives.” Although this term usually has a negative connotation, risks can also be positive.
  • Issue – A problem that has been encountered in executing project activities. This problem impairs a project’s ability to be completed successfully. A project issue is commonly a difficulty faced to complete a task already defined by the project, or the discovery that a required task was not identified or scheduled in the project plan.
  • Migration – Tracks the deployment of a project request to migrate application/system packages from one instance to another. For example, if a configuration package needed to be migrated from a TST instance to a PRD one, then this would require a “UF - Migration” request with all the package information needed to migrate it successfully.
  • Enterprise Project – Requests managed and maintained by the PMO. Used to track the non-project effort of each UFIT employee. This effort is broken out into the following classifications:
    • Discovery and Innovation – “Pre-project” effort to collect information.
    • Managed Work – Time spent toward enhancements, such as system upgrades.
    • Overhead – Time spent toward administrative tasks, leave, and professional development.
    • Run – Time spent supporting the different services offered by UFIT.

Project Intake Process and Timeline

Before a proposal is approved, a UFIT Business Relations Manager must complete the following activities with the customer, UFIT technicians, and resource managers.

  1. Identify the problem or opportunity
  2. Complete a UFIT Needs Assessment Template
  3. Submit an IRM Risk Assessment for the Information Security Office to review
  4. Assemble a UFIT High Level Business Case Template with input from customers, UFIT technicians, and resource managers
  5. Submit the draft High Level Business Case to UF-PMO-Administration@ad.ufl.edu, so the PMO can quality check

Once the PMO considers the proposal as ready for submission, a PMO Administrator will send the HLBC to CIO Leadership for final review and approval.

It is important to note that the timeline provided below represents a standard timeline. This is subject to change, depending on the proposal's complexity, size, and vendor involvement.

PMO Managed vs. PMO Tracked Projects

Proposals and Projects are defined by two work types – PMO Managed and PMO Tracked. PMO Managed proposals require a High-Level Business Case (HLBC) to be approved by CIO Leadership. Once an HLBC is approved, then the 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. High-Level Business Cases provide justification for the undertaking of a project and outline the expected value to be delivered.

PMO Managed Criteria

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

  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

Please click here for more information regarding the Project Management Process.

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