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Old Project Database Help

Arrow – By clicking on this arrow, you can see additional information about this project

Strategic Points – This is a method of prioritizing Strategic Projects.  Currently, there are many more great ideas than personnel resources or monetary resources.  Therefore we are testing a system to more objectively prioritize projects.  Projects are rated based of five weighted criteria to give an initial ranking, with the highest number indicating the highest priority.  The intent is for the sponsor to do the initial ranking, and the IRT strategic committee to do review / edit.  This initial ranking can be adjusted due to emergencies or other needs not accounted for in the criteria, but in general will guide resource managers in their daily work.  Currently this process is being tested.  IRT budgets a significant percentage of labor to work on these strategic projects.

Division Ranking - Each Campus division has its own set of important projects.  These projects may cross multiple departments, and therefore have a strategic ranking, or may affect just the sponsoring department.  Prior to the new academic year, the CIO request the top 10 projects, ranked, from each division.  The ranking provided is indicated in the “division ranking” field.  Individual IRT department have time scheduled to work on these division priority projects, and this list provides direction to resource managers. 

Name – This is the project name

Campus Division – This field contains the name of the division sponsoring the project.  If IRT is sponsoring the project for one or more academic or business divisions, it is noted as a “collaborative” project.

This section shows the status of a project “at a glance”. 

  • Green – on target, no major problems
  • Yellow – warning, there are some issues which could affect the schedule, budget, or scope.
  • Red – there are issues which WILL affect the schedule, budget, or scope.

There are 4 different areas represented by stoplights.

  • Schedule – this refers to the overall project schedule – will the project be completed by the planned end date.
  • Budget – this refers to a capital budget.  If there is no capital budget and the only cost is internal labor that is noted.
  • Technical – this refers to any technical difficulties.  If there are none, the stoplight will be green and note “no barriers”.
  • Milestone – to better track the progress of the project, normally 5-7 major project milestones are noted.  This stoplight refers to the NEXT project milestone.  A project can be late for the next milestone, but still be projected to be completed.

Projected End Date - This is the date that the project is to be completed.

Project Detail

Project Status – The default screen only shows active projects.  However, there are other projects that can be viewed through the “find a project” screen.

Project Start Date – The date the project started.

Project Finish – The projected finish date

Strategy – This indicates the primary University or IRT strategy this project supports.  There may be more than one strategy supported; only the primary strategy is noted here.

Project lead – This is the person taking responsibility for managing the project and updating the project database.

Sponsor – This is the management level person sponsoring the project or supervising the Project Lead.

Executive sponsor – The Cabinet Level VP of the sponsoring division

External sponsor – A sponsor outside of the sponsoring division, or another major stakeholder.

Program – If the project is a part of a larger project, initiative, or program, it is noted here.  The “find a project” section will allow you to look up all projects under a single program.

Status updates - The current status of the project is listed under the date the status was entered.  Tabs show previous status entries.

Description -   This is a short description to help the reader better understand the project.

Milestones – Milestones indicate the completion of major deliverables in the project.  This is to help the reader better understand both the scope and the status of the project. 

Plan Date – The date the team plan to complete a major deliverable

Revised date – The best laid plans may change due to unexpected issues, changes in priorities, etc.  If a date must be revised, it is shown here.

Actual date – The date the milestone was actually completed.

Team – This is the list of team members working on the project.