IRT PROJECT PROCEDURES
What is a Project?
A project is a work effort that is separate from day to day duties. For the purposes of IRT a project is
defined as a work effort involving more than one person and more than forty hours of work, when working
on an effort that is not listed on your Job Profile as a routine job function. Additionally a project has a
definite deliverable, and a definite end date.
Project and non-project examples:
Is a Project
Is Not a Project
Implement new administrative system
Write small Cognos report
Replace leased equipment
Install more RAM
Roll Outlook out across campus
Fix Outlook problem
Install NT across campus
Reboot server due to problem
Wiring for the new McNeely Hall
Resetting a Password
Implement web content management system
Update web page content
One-on-one training
Restoring a database
Fixing a crashed server
Creating an AD or Banner account
Project Phase Descriptions:
Concept—Required Phase
Definition:
Common activities:
End deliverable:
Someone has thought of something and we want to track the ideas.
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People talk about the idea (hallway conversations)
A few meetings may occur
Some emails are sent around regarding the idea
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Project Proposal
Proposal—Required Phase
Definition:
Common activities:
End deliverable:
Document of work being requested, benefits, resources, anticipated
outcome
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Project Proposal is submitted
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Project Proposal
IRT Project Review Group Reviews and Approves Proposal
Planning—Required Phase
Definition:
Prepare a Statement of Work and Task List
Common activities:
End deliverable:
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Prepare a Statement of Work document
Put together task list
Identify Milestones and delivery dates
Conduct cost estimation
Conduct risk assessment
Put together risk mitigation plan
Identify roles and responsibilities
Monthly Status Reports due on the 15th of each month
Create Project Folder under IRT\Projects\ folder
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Statement of work
Task list
Statement of Work and Task List Walkthru
Requirements—Optional Phase
Definition:
Common activities:
End deliverable:
Explains what the end product is to do. Details the functions,
interfaces, reports, and screens that are needed by the end user.
Also specifies the business rules that system must adhere too.
Should be written with enough detail to be testable.
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Interviews with customer
Brain storming sessions with customer
Joint Application Development (JAD) Meetings
Process flow definition
Requirements Document
Design
Definition:
Common activities:
End deliverable:
Explains how the end product will function. Database design,
module development, class and objects identified. Interfaces,
reports, screen layouts. Should be written with enough detail
to be traceable back to the requirements document.
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Database Structure Determined
Data Flow Diagrams (DFD)
Entity Relationship Diagrams (ERD)
File Lay Outs Determined
Object Classes Identified
Objects Defined
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Design Documents
Development
Definition:
Actual building of an application, database, forms, reports, etc.
based on the documented design
Common activities:
End deliverable:
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Coding
Modification to support vendor modules
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Functioning code
Testing
Definition:
Common activities:
End deliverable:
Execution of test cases based on documented requirements.
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Writing test plan – who, what, when, how
Writing Test Cases
Creating a Text Case Matrix
Executing Test Cases
Problem tracking
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Executed Test Cases
User Acceptance Testing sign-off
Implementation
Definition:
Common activities:
End deliverable:
Steps to setup project in the production environment.
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Writing user documentation
Writing Help Desk documentation
Training the users
Training the Help Desk
Conduct train the trainer sessions/end user training
Write user policies & procedures document
Write administrators policies & procedures document
Installation of project into production environment
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User Documentation
Training in Place
Project Moved to Production Environment
Completed
Definition:
Common activities:
End deliverable:
On hold
Project running in production, outstanding issues resolved and final
user acceptance sign-off provided.
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Project post-mortem meeting
Identify and document lessons learned
Celebration!
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Post Implementation Review Report
Definition:
Project temporarily stopped. The plan is still to complete the project at
some later date.
Common activities:
End deliverable:
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Inform customer that the project has been put on hold
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NA
Cancelled
Definition:
Project is stopped. The plan is to not restart project.
Common activities: Inform customer that the project has been stopped.
End deliverable:
NA
All projects must go through a planning phase. Projects may or may not begin in the Concept phase.
Projects then go through the phases that are identified in the Project’s Statement of Work. Additionally
projects may be put on Hold or Cancelled depending on funding, resource availability, and UST priorities.