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. 

5 Stages of SPICE

  1. Start
  2. Plan
  3. Implement
  4. Close
  5. End

UCC's Project Lifecycle: SPICE

Spice V1

Project Governance

Project Governance is an important factor in the success of projects. Good governance gives the project a framework which provides all relevant parties with structure, processes, decision making authority as well as tools for managing the project. This allows the project to be controlled, and what is controlled can be managed.

 

The project governance arrangements are normally confirmed in the Planning Phase and formally recorded in the PID which should outline

  • Project approach
  • Governance structure 
  • Groups roles and responsibilities
  • Project reporting and meeting frequency

 

Governance structures are normally laid out during the planning phase of the project but may also be amended and/or finalised in the implementation stage of the project.

 

We have two recommended governance structured. This is to accommodate the two main types of project governance required.

  1. Project Governance for IT Services Owned Projects
  2. Project Governance for Business Owned Projects with Technical Strand in project

 

The recommended governance structure for an IT Services owned project is:

Graphical representation of the hierarchical governance structure of IT Services Projects

The recommended governance structure for a project where IT is managing 1 or more technical strand of a business project is:

 

Graphical representation of the governance structures of projects governed by Functional Unit

 

Benefit Realisation

The IT Services PMO manages the benefit realisation of IT sponsored projects. This includes a project benefits register and a post-project benefit realisation assessment of the success and value of the project.

For projects approved by IT Steering Committee where the sponsor is not IT Services, the IT PMO will offer to facilitate the benefits realisation assessment meeting for the Sponsor. However, as follows best practice in PM, the Sponsor is the owner of the benefit realisation.

 

Recommended PM documents by Project Classification

The following is a guideline as to what project documentation is recommended by the IT PMO.

The project documentation recommendations vary depending on the project owner (IT owned or Business owned) and the project classification.

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. 

Please note AR = As Required.

 

Project Documentation Required by IT Services PM for IT Owned Projects:

Project DocumentsMicroSmallMediumLarge

Functional Unit Readiness Assessment

n/a

n/a

n/a

n/a

Project Proposal/SOW

SOW

SOW

Proposal

Proposal

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

SOW

SOW

PID

PID

Project Plan

n/a

x

x

x

Stakeholder Comms Plan

(required only if there are external stakeholders)

n/a

n/a

AR

AR

RAID (Risk, Action, Issue, Decisions)

n/a

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 

n/a

x

x

x

Meeting Agenda

AR

AR

AR AR

Meeting Minutes

AR

AR

AR

AR

 

Project Documentation Required by IT Services Technical Lead for Business Owned Projects:

(where IT is managing technical strand of project only)

Project DocumentsMicroSmallMediumLarge

Functional Unit Readiness Assessment

AR

AR

AR

AR

Project Proposal

(IT will be a contributor but will not own document)

n/a

n/a

n/a

n/a

PID

(Will be a contributor via SOW but will not own document)

n/a

n/a

n/a

n/a

SOW includes technical requirements - benefits,  governance, costs, risks, assumptions etc.

x

x

x

x

Project Plan - technical stand only

n/a

x

x

x

Stakeholder Comms Plan

n/a

n/a

n/a

n/a

Contribute to business RAID (Risk, Action, Issue, Decisions) 

n/a

x

x

x

Contribute to business Status Report - technical only

n/a

x

x

x

Procurement Documentation- technical only

x

x

x

x

DPIA - n/a must be completed by business

n/a

n/a

n/a

n/a

Transition to Service Document

n/a

AR

AR

AR

Project Close Document - will contribute to business lessons learned etc.

n/a

n/a

n/a

n/a

Benefits Realisation Assessment 

n/a

n/a

n/a

n/a

Meeting Agenda

AR

AR

AR AR

Meeting Minutes

AR

AR

AR

AR

 

 



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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