Process Flow All v2

8/13/2019 Process Flow All v2

1/8

IdeaCapture and

refine the idea

Determine the

type of work

Incident

Standard Service Request

Information Request

Project - major change, newservice, process or

organizational development

Minor/Low Impact Change to

Existing Service

Key People

My customer

My manager

My service providers

My vendor

Key Resources

ITS Project Library

Division priorities

Change Management Process

IT Request

Work with customer,

management to make sure

this aligns with priorities

and is likely to besupported at leadership

levels

Gauge for inclusion in a

program.

Project

Initiation

contd

Change

Mgmt.

IT

Request

Acronyms

PM Project Manager

SME Subject Matter Expert

SDLC Systems Development Lifecycle

DRB Design Review Board

PMG ITS Project Management Group

BRM ITS Budget & Resource ManagementSMT ITS Senior Management Team

VCIT Vice-Chancellor Information Technology

ACIT Advisory Committee for ITUC Santa Cruz, ITS Applications and Project Management Last Update - 2/28/2012


2/8


3/8

Project

Initiation

Class 1 Project

Managers

approval

Close

Launch

project

Manage Project

Report Communicate

Escalate Mitigate

Change

Management

Project

scope

control

Close

Key People

Project manager

Project team

Project sponsor

SMEs

Change Manager

Key Resources

Project templates

PM Checklists

SDLC Process

Change Management

process

Service Management

processDRB process

Yes

No

Notify change

management

Notify director

Notify DRB (refer to DRB

criteria)

* NOTE: Class 1 & 2 projects are internal to ONE ITS unit

(incidental service provision or operational support excepted).

Multi-unit projects use Class 3.

UC Santa Cruz, ITS Applications and Project Management Last Update - 2/28/2012


4/8

Project

Initiation

Class 2 Project

ITS

Manager

approval

Close

Launch

project

Manage Project

Report Communicate

Escalate Mitigate

Change

Management

Project

scope

control

Close

Key People

Project manager

Project team

Project sponsor

ITS Director(s)

SMEs

Change Manager

Key Resources

Project templates

PM Checklists

Slim Charter template

SDLC process

Change Management

process

Service Managementprocess

DRB process

No

Manager notifiesDirector

Notify DRB (refer

to DRB criteria)

Notify Change

Management

Develop

Slim

Charter

Yes

ITS

Manager

approval

Yes

No

Copy Proposal text

Add sections

Review by sponsor

Review by SMEs &

project team

Approval from allDirectors if

multiple teams

involved

Funding approval

* NOTE: Class 1 & 2 projects are internal to ONE ITS unit

(incidental service provision or operational support excepted).

Multi-unit projects use Class 3.



5/8

Project

Initiation

Class 3 Project

SMT

approval

Close

Launch

project

Key People

Project manager

Project team

Project sponsor

ITS Director(s)

SMEs

Change ManagerBRM

PMG

Key Resources

Project templates

Project Charter template

PM Checklists

SDLC Process

Change Management

process

Service Management

process

DRB process

No

Notify DRB (refer toDRB criteria)

Notify Change

Management

Notify client and

stakeholders

Develop

Full

Charter

YesSMT

approvalYes

No

Slim Charter by PMGexception only

Review by sponsor

Review by SMEs & project

team

Budget review by BRM

Consult DRB if needed

Optional review by PMG

Director schedules SMT

presentation

PM presents, review as

needed

Funding and resources

locked, pending schedule

and conditions

Manage

Project

Directornotifies SMT



6/8

Project

Initiation

Class 4 Project

SMT

approval

Close

Launch

project

Key People

Project manager

Project team

Project sponsor

ITS Director(s)

SMEs

Change ManagerBRM

PMG

Key Resources

Project templates


PM Checklists

SDLC Process

Change Management process

Service Management process

DRB process

Steering Commit tee templates

No


criteria)

Notify ChangeManagement

Notify client and

stakeholders

Launch steering

committee if necessary

Develop Full

CharterYes

SMT

approvalYes

No

Review by sponsor

Review by SMEs &

project teamBudget review by BRM


PMG review required

Director schedules

SMT presentation

PM presents, review asneeded

Funding and resources

locked, pending

schedule and

conditions

Director

schedules SMTpresentation

PM presents,

review as needed

Manage

Project



7/8

Project

Initiation

Class 5 Project

SMT

approval

Close

Launch

project

No


criteria)Notify Change Management

Notify client and stakeholders

Launch steering committees

Develop

Full

Charter

YesSMT

approval

No

Consider Program

approach

Identify executive

sponsors if necessary

Review by sponsor

Review by SMEs &

project team

Budget review by BRM


PMG review required

Director schedules

SMT presentation

PM presents,review as needed

Funding and

resources locked,

pending schedule

and conditions

Director schedules

SMT presentation

PM presents,review as needed

ACIT

reviewYes

Revision

Request

VCIT Office

schedules

Director(s) present,support from PM

Other campus

reviews as necessary

Manage

Project

Key People

Project manager

Project team

Project sponsor

ITS Director(s)

SMEs

Change ManagerBRM

PMG

Key Resources

Project templates


PM Checklists

Program resources

SDLC Process

Change Management process

Service Management process

DRB process

Steering Commit tee templatesUC Santa Cruz, ITS Applications and Project Management Last Update - 2/28/2012


8/8

Class

3

Operational

Readiness

Review

Close

ProjectClose

WBS/

Schedule /

Resource

Management

Issues and

Risk

Management

Scope/

Change

Control

Yes

No

Documentation

Send Closure &Lessons Learned

docs to SMT

Release resources

Communicate

Celebrate

Manage Class 3, 4 and 5 Projects

Class

4

Class

5

Key People

Project manager

Project team

Project sponsor

ITS Director(s)

SMEs

Change Manager

BRM

PMG

Key Resources

Project templates


PM Checklists

Program resources

SDLC Process

Change Management processService Management process

DRB process

DRB

Approval

Change

Management

Status

Reporting and

Communication

Plan

Budget

Management

Manage Project

Sponsor Accepts

Transition to

Support

Service Catalog

Training

Project

Review

SMT liaison initiates mid-point

report to SMT


Documents

Process Flow All v2