Managing a Project

UCC's PM Methodology

IT Services takes the best elements from the main PM methodologies and combines them into a specific project lifecycle structure for managing projects within IT Services. It allows us to remain flexible in our approach while basing our processes on best practice project management principals. This PM LifeCycle is called SPICE. 

Due to the significant variance within projects (size, variance, complexity, IT-led project or business-led project) a "one size fits all" approach to project controls, administration and documentation are not viable. As a result of this assessment and feedback, in November 2019 the IT PMO added a project type classification step to the project lifecycle. This allows for the scale of the project to reflect the recommended level of project controls, administration, and documentation. 

UCC's Project Lifecycle: SPICE

Spice V1

Project Type - Classifying Projects By Scale

Criteria for project classification for the scale of a project as micro, small, medium, large. This classification will act as a guide to the project manager on the appropriate level of governance, project controls, and project documentation. 

Please note that criteria and scores can be tailored to create individual department standards. Within IT Services these amendments will be completed in consultation with the IT Services PMO.

Scoring Range

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

Scoring RangeClassification

32+

Large

23-31

Medium

14-22

Small

0-13

Micro

Criteria for Scoring

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

Criteria

 Criteria Score (1-4) 

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

 

Recommended PM documents by Project Type

The following is a guideline as to what project documentation is recommended depending on the project type: Micro, Small, Medium or Large. 

Please note that project documentation recommended can be tailored to create suit individual department requirements. Within IT Services these amendments should be reviewed and agreed in consultation with the IT Services PMO.

 

Project DocumentsMicroSmallMediumLarge

Functional Unit Readiness Assessment

n/a

x

x

x

Project Proposal

n/a

x

x

x

PID includes benefits, governance, costs, risks, assumptions etc.

n/a

x

x

x

Project Plan

x

x

x

x

Stakeholder Comms Plan

n/a

n/a

x

x

RAID (Risk, Action, Issue, Decisions)

x

x

x

x

Project Status Report

n/a

x

x

x

Procurement Documentation

x

x

x

x

DPIA

x

x

x

x

Transition to Service Document

n/a

x

x

x

Project Close Document

n/a

x

x

x

Benefits Realisation Assessment for IT Projects

n/a

n/a

x

x

Meeting Agenda

x

x

x

x

Meeting Minutes

x

x

x

x

Project Documentation Locations

IT Services Project Document Templates are available for download in the Project Toolkit

Each IT Services department must store its core project documents in the PMO folder of their department's team site. Within this folder, each project's documentation is stored in a subfolder created using the naming convention year_projectname e.g. 2019_System A Upgrade.

 

 

IT Services Project Management Office

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