The ISPMO process

The ISPMO introduced a projects process to standardise the approach to project management in Information Services. The process incorporating the PMI methodology, in house templates, tools and a project lifecycle will promote best practises in the delivery of new and enhanced services to DIT. The project lifecycle commences with a call for projects by the Programme Management Office.

Approvals process (Initiating)

Timescales: Sept - Mar (subject to change)

Key Activities:

  • Project sponsors are requested to submit a completed Project proposal form to the ISPMO
  • Preliminary assessments are conducted to separate projects requests from BAU requests
  • Proposals are assessed and aligned to the DIT Strategic plans and Risk Register
  • The Executive Resources Committee (ERC) preliminary approves key projects to proceed to planning

Note: Preliminary approval to planning does not guarantee the project will proceed.

 

Planning process

Timescales: April - March each year.

Key Activities:

  • Project manager completes a Project charter
  • Project manager completes a series of management plans to determine how the project will be done, how much it will cost and who will be allocated. ISPMO have a number of mandatory planning templates that must be completed during the planning of the lifecycle.
    • Project budget \ Expenditure plan
    • Risk management plan -  RAID log
    • Time management plan
  • The project board must approve the project plans in order for the project to commence.

 

Execution phase

Timescales: April - March each year.

Key Activities:

  • Project managers must complete regular Progress report to monitor the progress of the project against the baseline.
  • Project progress will be reported to the Executive Resources Committee (ERC)
  • Should the project deviate significantly from the project plan the project managers is required to submit a Change control form for both the project board and ISPMO to approve.  

Closure phase

Timescales: April - March each year. Some projects will be approved on a multi year basis therefore the project may close after the project year ends. 

Key Activities:

  • Project sponsor\manager must complete a   and submit it to ISPMO 
  • Project manager with the consulation of the project team may submit a Lessons learned template to ISPMO to record what went right and what did not go right. This information will be stored in a lessons learned repository where future project managers can benefit from the lessons learned in past project.
  • Project managers may complete a handover document to agree handover criteria with the support unit supporting the service on an ongoing basis
  • The project is formally closed by the project board and ISPMO 

 

Post project review

Timescales: 6, 9 or 12 months after a project goes operational

Key Activities

  • Project sponsor completes a Post project review document to determine if all the objectives set out in the project Charter were achieved. 
  • A review is conducted by the ERC or DIT Technology Committee

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