COMMON MANAGEMENT SYSTEMS
Business Process for New Projects
CMS Business Process for New Projects – CMS Team.
In order to track and prioritize CMS projects, we will be implementing a business process for new projects. This
document outlines the steps in the process, who is responsible and how you should keep your ASR tickets
updated in line with each step. The IT Projects status column shows the statuses that are used on accompanying
IT Project Footprints tickets and is for IT to follow.
This document can also form a checklist for you to follow on a project if you so choose.
Step
Task
Responsible
1.
If a department or group on campus is looking for
CMS assistance on a project, they should be
directed to the Work Request Form located on
the CMS Forms page
(http://www.sonoma.edu/cms/forms/projects/CM
S_Work_Request.pdf). Once the form is
complete they should email it to
cms@sonoma.edu.
The person monitoring cms@sonoma.edu will
send it to the CMS Special Projects Coordinator
to ensure that the request form is filled in
correctly. The CMS Special Projects Coordinator
will work with the requestor if necessary.
The completed work request then goes to the
Senior Director, CMS for review.
Requestor
2.
3.
4.
5.
6.
7.
ASR Ticket
Status
N/A
IT Projects
Status
NA
CMS Special
Projects
Coordinator
Open/New
NA
Senior
Director, CMS
Open/New
NA
If resources are not available, then Senior
Director, CMS will communicate this to the
requestor and the CMS Mgmt Team.
Senior
Director, CMS
Open/New
NA
If resources are available, CMS Special Projects
Coordinator will work with the requestor to fill out
the Project Data (scope) form. It can be
accessed here:
(http://www.sonoma.edu/cms/forms/projects/CM
S_HCMFIN_Project_Data_Form.doc).
If technical resources are required, the AIS
Director will evaluate the completed PDF with the
CIO and appropriate IT Directors. IT will consult
as needed on the PDS.
CMS Special
Projects
Coordinator
Approved for
Functional Work
AIS Director
Tech Assistance
Requested
If a feasibility study is not required, the Work
Request and Project Data forms are sent to the
CMS Management team for review and
feedback.
The finalized Project Data form is then sent to the
Senior Director, CMS for review, prioritization,
scheduling and resource assignment. A
Functional Project Lead is assigned. The AIS
director works with the Campus Director to
prioritize among AIS IT requests. IT will track in
IT Projects.
The IT Directors then prioritize the project in their
department and assign and schedule technical
CMS Special
Projects
Coordinator
Func – In
Progress
Senior
Director, CMS
Func – In
Progress
Evaluation
AIS Director
Request
Technical
Planning
Evaluation
COMMON MANAGEMENT SYSTEMS
Business Process for New Projects
8.
9.
10.
11.
12.
resources. An IT project manager is named.
The designated Functional Project Lead will then
create a Draft Project Schedule based on this
template:
(http://www.sonoma.edu/cms/forms/projects/CM
S_HCMFIN_Project_Schedule_Template.xls)
The designated Project Lead will then create a
Draft development request based on this
template.
(http://www.sonoma.edu/cms/forms/projects/Dev
_Request_Template.doc)
AIS will review the draft schedule and draft
development request and make commitment on
delivery date and project content.
Project lead will then finalize the schedule and
development request with the requestor and
communicate to the project team and their
supervisor.
AIS commence development of the technical
solution.
13.
AIS, the project team and the requestors (or
designee) test the functions provided by AIS.
14.
The project team complete procedures and
training as agreed to in the Project data form.
15.
The resulting changes of the project are
communicated to the user population.
16.
The project goes live.
17.
A post implementation evaluation is conducted
where the scope of the project is reviewed with
the requestor to ensure that all targets and
objectives are met.
The evaluation form is located here:
(http://www.sonoma.edu/cms/forms/projects/CM
S_HCMFIN_Project_Evaluation_form.doc)
The project is complete.
18.
Project Lead
Assistance
Assigned to tech
Analyst
Planning
Project Lead
Assigned to tech
Analyst
Planning
AIS Director
Assigned to tech
Analyst
Planning
Project Lead
Assigned to tech
Analyst
Planning
AIS Lead
Tech in Progress
Implementation
AIS Lead,
Project Team,
Requestor or
designee
Project Team
User Testing
Implementation
Prod Approved
Implementation
Project
Lead/Request
or
Prod COMR QA
Implementation
Prod to Chg Cntl
for Action
Prod Scheduled
Production
Completed
NA
Completed
NA
Project Lead
If you have any questions regarding the process in CMS please contact cms@sonoma.edu.