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Project Management Office Information Resources & Technology

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Project Criteria

Have a technology project or proposal? The IRT Project Management Office (PMO) team manages campus technology project intake on an ongoing and annual basis to capture, evaluate, and prioritize proposed ideas for projects, products, and services.

All new campus technology purchases and services which cost $5,000 and up - or involve campus accounts or infrastructure (including those sponsored or implemented by the Chancellor's Office) - need to be submitted as a project and go through the technology project prioritization process.

Project Scope & Sizing

Projects are "sized" (Small, Medium, and Large). View this helpful guidelines to determine your project's size:

Technology Project Sizing Guidelines

Definition of Scope

An enhancement is an improvement to an existing IT asset, which often results in a new version of the asset.

Enhancement Scope

Scoring Criteria

Division technology project requests are evaluated by the IT Advisory Board using a 5-point scale which aids in determining project prioritization:

Project and Change Management Process

Executive Sponsor:

  • Approve Project Proposal

Project Sponsor:

  • Assist with Project Concept
  • Create Sponsorship Coalition
  • Submit Project Proposal

Area Lead:

  • Submit Project Proposal

IRT PMO:

  • Assist with Project Proposal

Technical Team:

  • Provide High-Level Technical
    Feedback

Delivery Required:

  • Project Proposal*

Legend: * = required

Executive Sponsor:

  • Ensure Project Goals Align With
    CSUS Strategies

Project Sponsor:

  • Communicate Alignment with Strategic Initiative(s)
  • Create Understanding of Change/Risks
  • Assist with Resource Allocation

Area Lead:

  • Write Business Requirements Document
  • Participate in Technical/Solution Discussion
  • Inventory impacted groups*
  • Identify Managers/SMEs*

IRT PMO:

  • Assign PM
  • Write Project Charter
  • Write Business Requirements Document
  • Change Management assessment*
  • Kick Off Project

Technical Team:

  • Assess Technical Solution

Delivery Required:

  • Business Requirements Document*
  • Project Charter
  • Project Kick-Off Presentation
  • Organizational Attributes
    Assessment*; Change Characteristics Assessment*

Legend: * = required

Executive Sponsor:

  • Garner Support

Project Sponsor:

  • Actively Advocate Project
  • Approve Key Project Deliverables
  • Engage with Change Management Strategy
  • Build Coalitions

Area Lead:

  • Participate in Ongoing Solution Discussion
  • Prepare Test Plan/Test Cases

IRT PMO:

  • Acquire Project Resources
  • Prepare Project Management Plan
  • Prepare Organization Change Management Plan
  • Validate Scope/Requirements
  • Assist with Test Plan/Test Cases
  • Develop Communication Plan*
  • Develop Training/Support Plan*
  • Develop Sponsor Roadmap
  • Develop Resistance Management Plan

Technical Team:

  • Develop Technical Requirements
  • Assess Security Requirements

Delivery Required:

  • Milestones*
  • Project Plan
  • Stakeholder Analysis
  • Organizational Change Management Plan:
    • Communication Plan*
    • Training/Support Plan*
    • Sponsor Roadmap
    • Coaching Plan
    • Resistance Management Plan

Legend: * = required

Executive Sponsor:

  • Create Conditions For Success
  • Promote Change (sponsor roadmap)

Project Sponsor:

  • Provide Project Support
  • Govern Project Risks
  • Address Escalated Issues/Conflicts
  • Promote Change (sponsor roadmap)
  • Garner Support/Build Coalitions

Area Lead:

  • Conduct Functional & User Acceptance
    Testing
  • Plan Operational support
  • Promote Change

IRT PMO:

  • Monitor, Control & Validate Project Scope
  • Perform Integrated Change Control
  • Control Schedule/Cost/Quality/Risks
  • Manage Communication*
  • Manage Project Team/Vendor
  • Prepare Go/No-Go
  • Execute Training/Support Plan*
  • Execute Sponsor Roadmap

Technical Team:

  • Create Design Specification
  • Develop Technical Solution
  • Conduct Unit Testing
  • Deploy Solution To Production

Delivery Required:

  • QA Checklist*
  • Project Change Request
  • Issue/Risk Log
  • Test Plan/Test Case
  • Network Diagram
  • Go No-Go Presentation
  • User Documentation/Training
  • Change Management Metrics

Legend: * = required

Executive Sponsor:

  • Celebrate Project

Project Sponsor:

  • Celebrate Project
  • Provide Operational Support

Area Lead:

  • Provide Operational Support

IRT PMO:

  • Conduct Retrospective
  • Complete Project Closeout Tasks
  • Celebrate Project Completion
  • Archive Project Documents
  • Close Procurements
  • Provide change management support to
    transition to reinforcement

Technical Team:

  • Archive Technical Documents
  • Support Stabilization Period
  • Plan Maintenance

Delivery Required:

  • Project Closure Document*
  • Change Management Assessment/survey
  • Feedback and corrective actions

Legend: * = required

Matrix for Scaling CM

IRT Project Management Matrix for Scaling CM
Size Medium Large
Scope Project Manager=Change Manager
Change Manager=Consultant		 Dedicated Change
Manager
Scale Change Management Inventory
• Identify sponsor(s)
• Organizational attributes assessment
• Change characteristics assessment
• Inventory of impacted groups
• Communication Plan
• Training and/or support plan		 All artifacts