Request an IT Project

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Submit Project Request

To request IT Services support please submit the IT Services Project Request - Project Outline Document to ispmo@ucc.ie. This is a short 1 page document which will provide us with the inital request information.

Once this is submitted, we will contact you to review the request and kick off the assessment and approval phase of the request process.

Project Request Assessment - Capabilities, Classification and Prioritisation

As part of our Project Methodology, we have introduced a three-step process for assessing project requests.

Step One - Capability Assessment
Step Two - Classify project
Step Three - Prioritise project

Step One - Does the project request meet the basic capability requirements?

In Step One we identify if the project request meets the initial 5 basis requirements to go forward for assessment (classification and prioritisation) and approval:

Is the request a project?
Does it meet technical architecture requirements?
Does it meet IT Security requirements?
Is the business ready?
Is IT able to facilitate it?

Is the business ready? When the business unit is not IT Services, we have to identify if the functional unit is ready to do the project. The project is a business change, enabled by IT. We ensure they are of what leading this business change will mean for their department in terms of time, effort, resources, communications etc. We do this by completing a functional unit readiness assessment (if required).

Once the project request meets these, we move forward to classify and prioritise the project request.

Step Two - Classification of IT PMO Projects:

In Step Two we use the IT PMO project classification matrix. This allows us to classify projects as micro, small, medium, large. These classifications are used to

Identify the size/scope of the project
Classify if the project is to be monitored by the IT PMO
Provide a recommended level of the appropriate level of governance, project controls, and project documentation

Please note that criteria and scores can be tailored to create individual department standards. The matrix below here is the standard used by the IT PMO.

Within IT Services this classification matrix is completed with the department manager, the project requestor and the IT PMO. This is then scored and tracked as part of the project listing by the IT PMO. The classification of a project is also listed on the IT PMO dashboard, which is presented at IT Steering.

Scoring Range for Classification of IT PMO Projects:

The scoring range for classification for the size of a project as micro, small, medium, large is:

Scoring Range	Classification
32+	Large
24-31	Medium
16-23	Small
0-15	Micro

Criteria for Scoring a Project for Classification:

The criteria for scoring projects for classification of a project as micro, small, medium, large is:

Criteria	Criteria Score (1-4)
Criteria	1	2	3	4
Cost	No additional spend	€0 - €25k	25k – 150k	150k +
Volume of Time/Duration	10 days – 3 months	3-6 months	6-12 months	1 year +
Strategic Targets	No dependency	Contributing to other work that is linked	Direct contribution to a strategic target	Direct contribution to more than one strategic target
Impact on Organisation	None or very minimal	Some restructure of processes and work areas for one or more Department	A significant transformation of Ways of Working for a Department	Significant Transformation of Ways of Working in Multiple Departments
Risk	Low	Medium – Internal Dependencies?	Medium – External Dependencies?	High
Policy or Legislation	No link to work that is delivering policy or legislation	Some links to other work that is delivering policy or legislation	Direct links to policy or legislation	Fundamental to the achievement of policy or legislation
Stakeholders	Internal and within one business unit	Internal across more than one business unit	Internal across the whole university and external stakeholders	Internal across the whole university and significant external stakeholders
Contract Complexity	No contracts required	A single contract with a known supplier	Multiple contracts with known suppliers	Contract(s) with new supplier(s)
Technical Complexity	None or very minimal	Standard upgrade/roadmap changes/implementation of new non complex system	Significant upgrade/major changes/ implementation of new complex system	Complete redesign of system/ platform/ service or implementation of new complex large scale enterprise system
Track Record	Have done this before many times	Have done this before once or twice	Have done similar before, but not the same	Have not done anything like this before
No. Resources	1-3	3-10	10-20	20+
TOTAL

Step Three - Prioritising IT PMO Projects:

Once a project has been given a classification score which outlines the size/scope of the project it must be prioritised.

First, we have identified the IT PMO project criteria matrix which allows us to introduce a project prioritisation for projects. Projects will be identified as P1, P2 or P3. This will then assign in the planning, scheduling and capacity management of projects.

Please note that criteria and scores can be tailored to create individual department standards. The matrix below here is the standard used by the IT PMO.

Within IT Services this classification matrix is completed with the department manager, the project requestor and the IT PMO. This is then scored and tracked as part of the project listing by the IT PMO. The prioritisation a project is also listed on the IT PMO dashboard, which is presented at IT Steering. IT Steering can request a priority be changed.

Scoring Range for Prioritising IT PMO Projects:

The scoring range for classification for the size of a project as P1, P2, P3 is:

Scoring Range	Classification
7 - 8	P1
4 - 6	P2
1 -3	P3

Criteria for Scoring Prioritising IT PMO Projects:

The criteria for scoring projects as P1, P2, P3 are:

Criteria	Criteria Score (1-4)
Criteria	1	2	3	4
Project Imperative	Department Change/Improvement	IT Strategic Change/Improvement	University Strategic Change/ Improvement	Mandatory (IT/Regulatory)
Project Delivery Requirement	Preferred project delivery target deadline to be agreed as part of the project process	Preferred project delivery target requested to support the business of the university	Fixed project delivery deadline in place with some financial/ reputational /technical risk/cost if not achieved	Fixed project delivery deadline in place with significant financial/ reputational/ technical risk/cost if not achieved

Project Approvals

Micro and Small projects are approved by the IT Services departmental manager.
Medium and Large projects are submitted to the IT Services Management Team for Approval
If the budget is over 25k - submitted to the IT Steering Committee for Approval
It the budget is over 1m - submitted to UMTO for Approval

The Project Request is informed of the approval/rejection of the project request. If the project is approved, a PM is appointed and the Project Lifecycle starts.