Overview
This webpage is a supplemental guide to the OneIT Project Document and will provide additional information along with examples of how to fill out each section of the document. The OneIT Project document is intended to be a living document that gets updated throughout the lifecycle of the project. You may end up filling out one page or all pages just depending on how many of the phases will be required for the project. Before you begin filling out the document please make sure you enter the project request into the intake process by using this form.
Project Details
The details section captures essential information about a project. Descriptions and samples for each item in the details section are outlined in the table below.
| Item | Description | Sample |
| Project Name | A descriptive name for the project | ITSM Strategy and Roadmap |
| Project PIN Number | PIN number automatically assigned to project in Smartsheet | EI.00190 |
| Project Lead | Oversees the planning, execution, and successful completion of the project | Herky Hawk |
| Project Manager | Responsible for planning, implementing and closing projects in partnership with the project lead | Sparky Hawk |
| Exec Committee Sponsor | Senior executive who champions the project within the organization | Sturdy Hawk |
| Related Projects | Projects that are connected through shared goals, resources, dependencies. | IS.00012, ES.00013, AIS.00001 |
| Project Band | Indicates the priority of the project from the departmental perspective. | Gold |
Classification Section
The classification section aims help determine the impact the project will have on campus. This assessment is filled out when the project is logged in Smartsheet and influences the path the project will travel through OneIT Governance as described in the action matrix. Additional information on project classification can be found here.
| Classification | Example Selection |
| Impact | High |
| Budget | Moderate |
| Resourcing | High |
| Integration | Medium |
| Urgency | Low |
| Visibility | Medium |
| Tech Plan | High |
| Risk | Moderate |
Discovery Section
The discovery section of the OneIT project document captures the reasons for starting a project. It is used to provide a high-level overview of the project, including what the project aims to achieve, why it is important, how it will be accomplished, and the estimated costs. This helps get key stakeholders on the same page before efforts begin. The outcome of a successful discovery is approval to initiate a project.
Project Plan Section
The project plan section is used to guide the project through the implementation phase. It is a more detailed section that is developed by the project team and outlines the approach to deliver the scope outlined in the project discovery section. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among project stakeholders, and document approved scope, cost, and schedule baselines. The outcome of a successful project plan is approval to implement a project.
Sample Communications Plan
| Target Audience | Primary Contact | Purpose of Communication | Communication Method |
| OneIT Executive Committe | Present to Executive Committee Team on Nov. 14 to present current plan, gather feedback, and receive approval to continue moving forward. | Interactive (Meeting) | |
| OneIT Collegiate Leaders | John Doe | Present at a OneIT Collegiate Leaders meeting to share current plan and gather feedback. | Interactive (Meeting) |
| OneIT Administrative Leaders | Jane Doe | Present at a OneIT Administrative Leaders meeting to share current plan and gather feedback. | Interactive (Meeting) |
| ITAdmins | Present at an ITAdmins meeting to share current plan and gather feedback. | Push (email) | |
| ITS Departmental Leadership Teams | ITS Exec Directors | Offer presentations to ITS Departmental Leadership Team and/or departmental staff meetings. | Push (email) |