From Request to Prioritization

Overview

Monthly, IT will review project proposals. These proposals are then scored and assessed for feasibility in terms of funds and resources. The ranking will determine the timeframe that the project will be started. 
What is a project?

What is a project?

An IT project is a one-time effort with a predetermined scope and goal that will be completed within a specific time period. Any proposed IT task that exhibits these characteristics and is expected to require more than 10 hours of work or two or more people to do the work is designated a project. If you’re unsure, it’s best to complete a helpdesk ticket first; you’ll be informed whether you need to go through the formal project request process. If you’re looking to acquire a software application on premise or in the cloud, please submit a helpdesk ticket and IT will work with you on the procurement process.

The prioritization process and making a request

The IT project prioritization process is the framework we use for selecting the projects that best support Piedmont Community College and current priorities, as well as provide the greatest value to the campus.

The project request submission process begins with filling out the IT Scoring Rubric Information form.

Project Prioritization

IT Project Prioritization provides PCC a framework and process for selecting new projects which best support the campus’ strategic interests and directions and provide it the most value. The intended results of the Project Prioritization process are to: 

  • Build consensus on the most important information technology projects
  • Assure project alignment with PCC strategic objectives for IT project prioritization 
  • Add transparency to the prioritization of IT projects
  • Increase collaboration across the university
  • Improve the smooth flow of work for IT staff 

It also helps mitigate other challenges, such as:

  • Ad hoc requests that lack proper authorization, sponsorship, resource commitments, and funding. 
  • “First come, first served” mindset
  • Staff spread thin among many competing projects
  • “Everything is a priority” which results in not delivering all requested projects on time. 

Framework 

Projects are measured against the campus objectives and its capabilities to undertake projects. The project prioritization process includes: 

  • Project scoring – An overall weighted score is generated that represents the project’s value to the campus. The higher the score, the more value. All projects are accepted. 
  • Funding availability –identify available funds to carry out the project, and location of those funds 
  • Resource capacity evaluation – Identify which IT and/or other department staff resources are available to work on the project. 
  • Project scheduling – A project is scheduled based on its scoring, including funding, and resource capacity. A high scoring project may not be able to start immediately if resources and/or funding are not available; in turn, lower scoring projects with available resources may start ahead of a higher scoring project. Projects with a future start date can be scheduled based on the future availability of resources and funding. 

As a general rule, projects in motion will not be stopped and re-started just because their relative priority has changed; however, the Chief Information Officer retains responsibility for overall project portfolio management. From time to time, this will require adjustment of project activities based on the best interests of the institution. Some examples of reasons to halt a project include: 

  • Organizational hardship (no money) 
  • Project is destined to fail 
  • Business case no longer applies 
  • Overruns are extreme (budget and time)

New Projects

The first thing to do to get the process started is to fill out the IT Scoring Rubric Information form. The form is simple and all you need to do is put a check box near the closest answer to each question. Once completed submit the form via email to support@piedmontcc.edu.

Project Rubric Form

The proposed project is then assigned a score and placed on the project list in the appropriate order. Once the project is assigned a score Information Technology will work with you to start scoping the project using the IT Project Scoping Form.

Project Scoping Form

Existing Project List

The the button below to view the IT Project List and the status of each project.

Current IT Projects