Project Management
Introduction
Project management is a key element to the appropriate selection and successful completion of information technology projects. As we (individuals and groups within JMU) choose from the many technologies available to enhance or expand service, we must also discharge our duties as stewards of state resources by assuring the necessary analysis, documentation and control of technology projects undertaken by the university. By exercising effective project management techniques, the university visibly exhibits the thoughtful decision-making critical to maintaining the confidence of our constituents and necessary to meeting the functional objectives and performance requirements of our technology projects. This standard establishes the project management requirements placed on those who accept the responsibility of undertaking technology projects using JMU resources. These standards are to be applied prior to selection, development or installation of a new system.
Definitions
End-user Computing Project: End-user computing includes development or implementation of systems that support the work of a single individual or work unit. End-user computing supports isolated functions and does not require the resources or support of the central IT department, the servers/systems IT operates or the university network. Further, end-user computing systems do not store or process data created or required by another department.
Large Scope Project: These are large and often expensive IT projects that carry high visibility and impact. Large-scale projects generally require the coordination of resources and expertise beyond the functional unit in charge of the project (e.g. procurement, finance, information systems, telecommunications, network, security and planning services, etc.). Because of the potential impact of large-scale projects, a formal process of management and documentation is required. Included are appointment of a project manager/chairperson and a project committee who use a formal process for identification and evaluation of alternative solutions (see below).
Maintenance Project: This is a project that involves a modification to an existing production application system that incorporates changes necessary to sustain the functionality and existing data and program objects of the system. It generally includes installing patches or maintenance upgrades to the existing application or toolset and is aimed at correcting deficiencies or improving performance of the system.
Major Enhancement Project: This is a project that involves building or implementing a major change to an existing production application system. The aim of the project is to incorporate new functions, features, data or objects not previously part of the existing system. These enhancements may involve writing additional code, purchasing additional software and/or hardware or making changes to business process.
Small Scope Project: These are projects that are beyond the scope of end-user computing in that they support multiple individuals or work unit functions, they require the resources or support of central computing/communications or they store or process data created or required by another department. They do not, however, represent as great an investment or impact as large scope projects. Requirements for management of small scope projects are similar to those for large-scope projects but are less formal.
General Requirements
All agencies of the Commonwealth must adopt written standards for the development, maintenance and enhancement of all information systems not considered to be end-user computing. The purpose of written standards is to establish a framework that ensures effective and maintainable information systems are implemented by state agencies. To meet its responsibility, James Madison University has established specific requirements for project management. The JMU Computing Standard for Project Management encompasses all information technology projects undertaken using university resources. The particular requirements of the standard are based on project classifications as follows: large-scope, small-scope, maintenance/enhancement or end-user computing. General definitions of these classifications are outlined above and more detailed descriptions are included in the sections below.
Prior to beginning the selection process for any new technology solution, the individual(s) responsible for the project shall use the information provided in this standard to classify their project and familiarize themselves with the project management requirements. Any questions regarding project management requirements may be directed to: . Information Technology also has staff available to participate in or facilitate the analysis and project management processes that will be required.
Project Classification
At the outset of a project that includes an information technology component, and prior to commencing any procurement or development activities, the person(s) in charge of the project shall analyze the scope and impact of the project in relation to the definitions above. The appropriate outcome of this analysis is an accurate classification of the project according to criteria as shown below.
End-user computing project identified by meeting all criteria:
- supports a single individual or work process
- requires no resources or support from the central IT organization (e.g. computing capacity, use of the data network, access to voice communications, etc.)
- does NOT store or process data created, owned or required by another department
Large-scope computing project meets one or more of these criteria:
- supports a significant population of users and/or a major business or academic function of the institution
- requires significant and sometimes specialized resources or support from the central IT organization (e.g. dedicated computing capacity, specialized routing or data communication features, specially trained personnel, access to specialized voice, media or system authentication services, etc.)
- processes data created, owned or required by multiple departments or functions
- represents a significant resource investment (e.g. funds for hardware, software, personnel, license and other operational costs)
Maintenance project meets all of these criteria:
- the scope of the change is not significant enough to otherwise alter the overall classification of the system or application (large scope, small-scope or end-user)
- the goal of the project is to preserve continued support and maintain existing functionality
- generally effects only existing data or program objects
- does not institute a major change to business process, technical architecture or data exchange requirements in place with other existing systems
Major Enhancement project meets the following criteria:
- is a change of significant proportion and may change the overall classification of the system or application
- the overall goal of the project is to increase functional capabilities of the system
- generally:
- implements a new, major release version of a commercial product
- requires an upgrade or replacement of hardware
- institutes a major change to business process or technical architecture; and/or
- requires change to the system interface or data exchange requirements in place with other existing systems
Small-scope computing project exceeds none of these criteria:
- supports a small and well-defined population of users and/or an isolated business or academic function of the institution
- requires moderate and only routine resources or support from the central IT organization (e.g. existing computing capacity, existing/pre-established data and no specialized communication, media or authentication services, etc.)
- processes data created, owned or required by existing processes or departments only; creates/collects no data elements that could be considered part of the university's institutional database (See Data Stewardship) or that populate/update existing central databases
- represents a small to moderate resource investment (including hardware, software, personnel, license and other operational costs)
End-User Computing Projects
The requirements specific to end-user computing projects are outlined in JMU Policy 1203. They include appropriate documentation and backup to allow for restoration of data and/or business functionality due to the unavailability of computing capabilities or key personnel. IT is available to advise departments planning end-user computing projects.
Large-scope Computing Projects
Large-scope computing projects require involvement by the central IT organization and the formal appointment of a project manager and project committee responsible for conducting and documenting a full business analysis (including possible alternatives, expected benefits, financial implications, technical requirements and potential risks). The business analysis and appropriate documentation shall be submitted to and approved by the Vice-President of the division hosting the project and by the Vice President for Administration and Finance prior to commencing a procurement and/or vendor selection process. Templates to help guide the analysis process are available. Computing System Analysis
Maintenance projects
Maintenance projects require an analysis of the benefits and impacts (both technical and functional) of performing the upgrade or change. The scope of this analysis shall be commensurate with the level of change that will occur and is to be tested and documented in keeping with the prescribed change management procedures for the existing system. The cost/benefit analysis process outlined at A series of instructions to assist the analysis process for other major enhancement projects is available at http://www.jmu.edu/computing/is/analysis.shtml will be used to weigh the costs and related values of any optional maintenance efforts.
Major Enhancement projects
Major Enhancement projects require a full analysis of the costs, benefits, potential impacts and alternatives of performing the upgrade or change. Major enhancements may effect the overall classification of the system. In such cases, analysis requirements must be met relative to the new classification. For example, if the implementation of a major upgrade increases the functional scope of the system such that it moves from a small-scope to a large-scope system, the analysis requirements for a large-scale system must be addressed. A series of instructions to assist the analysis process for other major enhancement projects is available at http://www.jmu.edu/computing/is/analysis.shtml.
Small-scope Computing Projects
Small-scope computing projects require a full, but somewhat less formal project analysis. While a project committee may be used, it is not required. However, all major elements of project analysis (including evaluation of possible alternatives, expected benefits, financial implications, technical requirements and potential risks) must be completed and documented. If IT/central computing resources or services are expected, IT shall be contacted to participate in the initial project analysis/review and shall assure that necessary resources are available and technical requirements are feasible. The business analysis, a review from IT and any other appropriate documentation shall be submitted to the suitable Assistant Vice-President or Dean within the division hosting the project. Analysis and documentation requirements should be appropriate to the size, scope and costs of the project. The cost-benefit analysis or the computing system analysis for major projects may be used to guide the process.