Information Systems Implementation & Project Management
Date of Current Revision: September 2006
Responsible Officer: Assistant Vice President for Information Technology
- PURPOSE
This policy provides direction and requirements related to management of information technology projects of varying size, scope and cost.
- AUTHORITY
Virginia's Chief Information Officer (CIO) and the Virginia Information Technologies Agency (VITA) have authority for issuing requirements related to management of technology projects in state agencies and institutions of higher education. VITA issues state policies, standards and guidelines relative to procuring, managing and implementing such technology projects.
- DEFINITIONS
Technology project:
A temporary effort undertaken by or on behalf of the university that: 1) establishes a new technology-based system or service; 2) facilitates a significant business process transformation using technology; or 3) includes a major change in technology architecture or a system migration beyond that considered as general maintenance, enhancement or refresh (MER) activity.
Major technology projects:
Major technology projects are those with broad impact to major processes of the university. Such projects generally have costs greater than $1 million and/or provide functions considered critical to the university mission.
Non-major technology projects:
Non-major technology projects have direct impact on the business processes or services of one or more departments. While they may not be as costly or as critical on a university level as major projects, the functionality derived from non-major projects is considered key to daily operation. In many instances, the systems implemented as non-major projects process protected data or interact with the university’s critical systems or resources.
End-user computing/end-user technology projects:
An end-user computing/technology project supports specific department or unit needs and impacts only the department or unit developing or purchasing the system. End-user computing systems typically reside on microcomputers within the departmental work area and may include applications developed in-house or purchased turnkey from a commercial vendor. Since end-user computing systems are used to conduct university business, they must be adequately documented in order to ensure continuity of service or operations. Examples of end-user computing systems include specially developed databases, spreadsheets or small systems for tracking receipts/expenditures, performing local resource scheduling, handling contact management activities, etc. - APPLICABILITY
This policy applies to all departments and employees of the University. It applies to all information technology projects undertaken at the university. - POLICY
It is the policy of the University to ensure effective and efficient project management exists and that adequate controls are included when acquiring, developing and implementing information systems that include technology components.
Whether the objective is to acquire/develop a new system or service or to maintain/modify an existing one, the university requires all employees to comply with state requirements and university policies and standards for management of information technology projects.
- PROCEDURES
The University’s Information Technology Department (IT) assists university departments in planning and managing information technology projects. Such projects generally include development or acquisition of new or enhanced computer systems including hardware, software and services. IT has established processes for classifying and managing specific projects in keeping with Commonwealth requirements. These include procedures for preparation and approval of project proposals, for determining project classification based on project size and complexity, and for meeting necessary documentation and oversight requirements. Procedures for classifying projects (as end-user computing, non-major project or major project) and for achieving the related oversight, management and documentation requirements are included in JMU Computing Standards developed and maintained by IT.
University departments must contact IT and complete a Project Initiation Questionnaire prior to soliciting acquisition of technology.
- RESPONSIBILITIES
IT must be involved in project selection and planning whenever a technology solution is being considered and will provide consulting and advisory assistance to university officials involved with implementing project management. IT will also provide technical input and other advice and/or assistance commensurate with the project classification. Inquiries about project initiation and/or IT’s involvement should be directed to the Assistant Vice President for Information Technology.
The person/department proposing a technology project is responsible for project initiation. IT will work with the department on all administrative tasks associated with project selection and classification and for compliance with both university and state requirements.
Once the project is chartered (officially adopted as outlined in the JMU Computing Standards) the project manager, in consultation with the relevant division head or other sponsoring authority as identified in the project charter, is responsible for project management, documentation and oversight. Requirements include compliance with policies, standards and guidelines issued by the University or the Commonwealth. - SANCTIONS
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment. - EXCLUSIONS
None. - INTERPRETATION
The authority to interpret this policy rests with the President, and is generally delegated to the Assistant Vice President for Information Technology.
Previous Version: January, 2006
Approved by President: December 2004
Index Terms
IT
Project Management
Technology Acquisition
Security Controls