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CIS Project Management Process


All projects that involve CIS must go through the CIS project management process. This process ensures that CIS resources are directed towards projects that have the highest institutional value and that projects are as successful as possible both during and after implementation. 

  1. Project Idea - Projects always start with an idea to implement, fix, or find a tool, service, or process. 
  2. Project Intake - The project intake process ensures that CIS resources are used on projects that are valuable to the institution. See the chart below for an overview of this step. 
  3. Project Implementation - Implementation encompasses the work done on the project itself to produce intended outcomes. 
  4. Long-Term Support - Long-term support from CIS is determined during project implementation and is agreed upon by all parties involved in the project.

The following pages contain more information of CIS' project management processes:

Submit a Project Request


CIS is available to help with your software, data, or technology-related projects. Begin by submitting a project request form using the link below.

If you have a support question or would like to request a task from CIS, contact the CIS Help Desk at   help@spu.edu .

What Happens Next?

Once the form has been submitted, a CIS staff member will reach out to you to setup a meeting to discuss the potential project further. Among the items discussed will be:

  • The driving forces behind the project.
  • The available resources (time, money, and effort) for the project.
  • The scale (or size) of the project.



CIS Project Intake


All projects that involve CIS will go through the project intake process, which is outlined in the chart below. The table describes each step and the typical length of time that project requests spend in that step.


StepTimeDescription

1

Project Request1-2 Weeks

The first step is to submit the Project Intake Form to create your project request. Usually, a CIS Business Analyst will initiate conversations to begin project definition within 1-2 weeks. 

2Definition2-4 Months

In this step, you will work with CIS to write a project charter . This is a collaborative effort that requires input from everyone on the potential project team. Most projects take 2-4 months to properly define. This process can be shorter or longer depending on the project's scope and scale.

3Prioritization1-3 Cycles

Once a project charter is created, it will be scored and prioritized . CIS prioritizes projects every 2 months and during this step, decision-makers assess the business value that a project brings to the university. Depending on available staffing and the project's priority, a project may go through 1-3 prioritization cycles.

After prioritization, the project request's status may be directed in one of 4 ways:

  1. Acceptance - The project charter is accepted. The project can be scheduled to begin. 
  2. Remain in Prioritization - Projects may remain in prioritization for one or more cycles. This does not mean that the project will not move forward. 
  3. Re-definition - A project charter may need further definition before it is re-prioritized.
  4. Expediting - With a VP override from the Project Sponsor's area, a project request may be evaluated, prioritized and/or expedited into acceptance off cycle.
4Scheduling1 MonthIf a project is accepted after prioritization, then CIS will work with the requesting department to schedule the project to begin. Depending on when bandwidth becomes available, 

Click here to learn more about the project intake process.


What is a Project?


A project is a collaborative process, consisting of a planned set of tasks that build up toward a common goal. At SPU, projects typically involve multiple departments and disciplines. The goal is often the implementation of a new product or service, or improvement of an existing process that ultimately advances the University's mission. 

The hallmarks of a project are different than tasks in the following ways:

  • New Opportunity
    A project's specific and quantifiable goals are aimed at new opportunities for the university. A goal could be to find and deploy new software tools, launch new services for students, or even to replace existing business processes.
  • High Complexity or Impact
    The amount of complexity in the coordination of project dependencies (people, processes, resources) and the potential impact of a project warrants the additional care and consideration afforded by a more structured implementation process.
  • Commits Budgeted Resources
    Projects have a set budget. Whether it's money, time, or expertise, there is a finite set of resources available to the project. Projects also have a defined beginning and end. Once the goals of the project are achieved, it transitions to ongoing support & maintenance.
  • Unification of Efforts
    When people or departments with diverse focus and expertise are involved in a project, aligning their goals and efforts produce a better overall result for the university than what could be achieved by one person or department acting alone.

To initiate a project with CIS, submit a project intake form using the instructions above.

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