NextGen Michigan Program
Project Definition for (enter project name here)
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NextGen Michigan Project Definition Template
Table of Contents
Project Identification .................................................................................................................................. 3
Project Description ..................................................................................................................................... 3
Project Objective(s) .................................................................................................................................... 3
Project Scope ............................................................................................................................................... 3
Project Assumptions, Dependencies, and Risks ................................................................................ 3
Project Organizational Structure.............................................................................................................. 4
Roles and Responsibilities ..................................................................................................................... 4
Sponsors ................................................................................................................................................... 5
Stakeholders ............................................................................................................................................ 5
Project Governance ................................................................................................................................ 7
Appendix…………………………….…………………………………………………………………….9
NextGen Stakeholder Map .................................................................................................................... 9
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NextGen Michigan Project Definition Template
Project Identification
Project Name:
PlanView Number:
Project Sponsor:
Project Size:
Project Owner:
Project Start Date:
Project Manager:
Project End Date:
Process Owner(s):
Project Description
<This is the succinct description of the project. This description should be no more than 2-3
paragraphs. Think of this section as the “elevator speech.”>
Project Objective(s)
<A tangible explanation of the anticipated outcome of the project. The outcome should describe
the value that stakeholders will realize upon successful completion. If applicable, the outcomes
should be related to their support of the university’s core mission.>
Project Scope
<A description of the functional and technical boundries of a project effort.>
For example:
Networking to the Jack/Device
In Scope:





Wired connectivity
Wireless connectivity
Engineering and Support Services
Capacity planning
All Ann Arbor campus facilities
Out of Scope:



Cellular network
U-M Flint
U-M Dearborn
Project Assumptions, Dependencies, and Risks
<A summary, or list, of the assumptions, dependencies and risks associated with this project.
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NextGen Michigan Project Definition Template
Assumptions are factors that, for planning purposes, are considered to be true, real, or certain
without proof or demonstration1.
Dependencies are logical relationships between two project schedule activities, or between a
project schedule activity and a schedule milestone1.
Risks are uncertain events or conditions that, upon occurance, have a negative effect on a
project’s objectives. If left without a mitigation approach, risks could have a negative impact on
the project outcome.>
Project Organizational Structure
Roles and Responsibilities
<Please list and describe the roles necessary for this project and a high-level scope of their
responsibilities. Examples shown below.>
Role
Project Responsibilities
Project Sponsor
•
•
•
•
Senior leadership alignment
Accountable for the financial and strategic benefits
Provides guidance to the project owner/team
Participates and is instrumental in the project governance
Project Owner
•
•
•
•
Provides vision for program alignment
Provides guidance to the program team
Participates in program governance
Instrumental in program kick-off and approval of program
deliverables
Project Manager
•
•
•
•
•
Lead program mobilization effort, set program direction , and
develop project mobilization plan
Responsible for development of the program deliverables (work
plan, resource plan, change plan, program operations templates)
Coordinate with Program sponsors and owners
Staff program team and conduct kick-off
Develop and administer budgets and benefit plans
Project integration
PMO Representative
•
•
Program Operations
Program Integration
Business Analyst
•
•
•
Review project deliverables
Develop detailed requirements
Provide input to and review of designs, test application
•
Lead Analysts
1
As defined by the Project Management Book of Knowledge, 3 rd Ed.
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NextGen Michigan Project Definition Template
Solution Architects
•
As needed, facilitate the definition of the target service
architecture for the project
Determine the IT impact of program changes on the target state
enterprise architecture
Align technology to the target enterprise architecture
Application
Developers
•
•
•
Review development of project deliverables
Review detailed requirements
Develop and review designs, test application
Subject Matter Experts
•
Provide domain architecture and technical solution specification
and design
Provide technical subject matter expertise
Support development of mobilization phase deliverables
•
•
•
•
Change Mgmt Analyst
•
•
•
•
Service Architect
Communication Lead
Support development of mobilization phase deliverables
Provide change management expertise
Accountable for the development of the change management
plan
Accountable for the development of the training plan for the
project team
•
•
Support development of Service Definition
Works with project team to design service aspects such as service
description, customer ordering flow, service level expectations,
customer support channels, and service provisioning
•
Define project communication strategy and build
communication plan
Manage communication plan and integrate plan with overall
program communication plan
Plan and execute communication events
Adhere to Program Communication Approval process
Liaison with central administration, academic and research unit
communications resources
Align key messages to program communication strategy
•
•
•
•
•
Sponsors
<See table above for Sponsor role definition>
Stakeholders
<Stakeholders should be representative of the U-M population who will consume the services
produced by the projects. Core stakeholders are grouped together into segments in the table
below. The program office will assist projects with the identification of change agents that
represent the different segments and will provide a framework for engaging these individuals.
Please add any stakeholder groups that are specific to your project that are not already
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NextGen Michigan Project Definition Template
identified, and complete the Expectations and Engagement Strategy sections. An example has
been provided.>
Segment
Group
Description
Expectations Stakeholder
Map
Quadrant*
(e.g. I,II,III,IV)
Service Center
and
Operations
Teams that
provide first
and second
levels of
support.
Examples
include the
Service Desk,
Dispatched
Technicians,
and Data
Center
Operators.
System Suport
Staff
Teams that are
typically
considered 3rd
level support.
Examples
include DBAs,
Engineers,
Developers,
System
Administrators,
etc.
Internal
AVPLT
6
ITS Executive
Directors
NextGen
Program
Office
Representatives
from the
NextGen
Program Office.
Account
Management
Individuals that
work with
customers to
ensure their
service needs
and
expectations
are met.
Service
Owners
Individuals that
are responsible
for
NextGen Michigan Project Definition Template
Engagement
Strategy
implementing
and running a
service.
Customers
Individuals
who make
financial
decisions and
who have a
high level of
influence in a
unit. These
individuals
would have
decision
making power
with regards to
selecting an IT
service
provider.
End Users
Individuals
who consume a
service.
External
Campus/Local
IT
IT Departments
that provide IT
services and
support to a
distinct
academic or
administrative
unit.
Vendors
External IT
Service
Providers such
as Google.
Example:
Expect to be
informed on
service changes,
new services,
and new service
features, and get
updates on
NextGen
initiatives.
Example:

NextGen
Updates

Project
Specific
Communicat
ions as
necessary or
appropriate
*See Appendix for Stakeholder Map.
Communication Approvers
<Communication approvers should be identified for project communications to external and
internal stakeholders, as identified above, the greater U-M community at large, or sagments of
the community that may or may not align with the identified stakeholders.>
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NextGen Michigan Project Definition Template
Role
Consulted
individual(s)
•
•
Approvers
•
Description
Assist with the development of
project communications
Review communications and
provide edits
Name
Ex. Alan Levy
Comments
Example: Alan Levy
will review all
campus
communications
Review project communication
and provide sign-off
Ex. Project Owner
Example: Project
Owner will approve
all external
communications and
defer approval to
Project Lead for all
internal
communications
Ex. Project Lead
Project Governance
<If the project requires governance beyond the established program governance, please specify
the need and the approach. In general, projects should leverage existing governance bodies
where ever possible. Use the table below to identify the governance body and its role.>
Governance Body Name
Business Administrators Group
(BAG)
8
Role of the Body
Charter a steering committee to guide and advise the
funding and chargeback Project
NextGen Michigan Project Definition Template
Appendix
NextGen Stakeholder Map
The Stakeholder Map shows each key stakeholder group plotted with their level of program
influence against their level of engagement/ interest. The stakeholder’s position on the map is
subject to change based on the project and will help determine the engagement strategy and
activities.
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NextGen Michigan Project Definition Template