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.
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.00013 |
| 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 |
| Overall Classification | Indicates the highest classification selected in the classification matrix and informs action matrix | High |
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.
Scoring
The scoring section aims to evaluate the scores assigned to the project in Smartsheet. This assessment influences both departmental and cross-departmental prioritization, helping us understand the benefits to the campus. It also clarifies the rationale behind each score, fostering productive discussions.
| Criteria | Score | Assessment |
| Strategic Alignment | Choose One | |
| Organizational Value | Choose One | |
| Risk Avoidance | Choose One | |
| Technology Planning | Choose One | |
| Efficiencies Gained | Choose One | |
| Total Score |
Sample Scoring and Assessment
| Criteria | Description | Score | Assessment |
| Strategic Alignment | How closely does this project align with departmental and OneIT Strategies. | 8 | Aligns with a single goal in the OneIT Strategic Plan. Specifically, it can be found under Goal 4, Objective 3, Strategy C. |
| Organizational Value | This project elevates the university's customer experience, ensuring a more engaging and efficient environment for students, faculty, and staff. | 8 | Will yield a positive organizational value by improving processes by standardizing IT Service Management processes and creating efficiencies. |
| Risk Avoidance | This project will lower overall risk to the University (Examples of the types of risk it could lower are security risk, operational risk, compliance risk, financial risk, or reputational risk) | 5 | If implemented, it will lead to operational improvements in service management that will moderately lower risk. |
| Technology Planning | This project will help us prepare for the future, stay competitive, and adapt to changing technology landscape. | 8 | From a technology planning perspective this project will significantly contribute to preparing the university for the future by improving service management process that could bring substantial enhancements to our operational efficiencies. |
| Efficiencies Gained | Investing in this project will result in financial savings and or staff time savings | 5 | More efficient processes could allow the university to say 1500 – 3000 hours per year in human resources time by reducing time wasted with addressing inefficient and different service management processes and methodologies. |
| Total Score | 34 | This project is ranked as a top five ES project in Smartsheet. |
- To see the full scoring criteria matrix that provides this description along with descriptions and examples for each score please go here and scroll to the scoring section.
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 | Lance Bolton | Present at a OneIT Collegiate Leaders meeting to share current plan and gather feedback. | Interactive (Meeting) |
| OneIT Administrative Leaders | Lance Bolton | 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) |