Information Services & Technology

Approach

Jefferson's Project Management methodology helps ensure a common process for managing projects and provides guidance and advice to Project Managers throughout the life of any IS&T project. Using a common methodology encourages all Project Managers to approach each endeavor with the same discipline and tools. Since the methodology is shared, Project Managers assigned to very different projects require minimal learning curve to adapt to a new type of effort.

When a member of the Jefferson community identifies a need for IS&T resources, a formal project request must be submitted. IS&T is currently in  transition between current and future project intake processes, as follows.

Our Current Intake Process

The process begins with a business unit submitting a new IS&T work request, either via Service Now or the IS Request System. The work request is sent to a queue that is monitored daily by IS&T resource managers. Based on the information provided, each work request is evaluated by a resource manager who determines what type of request is being made. All projects are entered into Planview@Jeff. The PMO then manages requests by gathering all meaningful and necessary information and presenting it to the proper Pillar leadership group for approval and prioritization.

Our Future Project Intake Process
To Be Implemented Fiscal Year 2018

There are three ways individuals and/or business units can submit project requests. Within each, there are several steps involved in the submission and review of project requests:  Ad Hoc Intake, Fast Tracked Intake, and Annual Review Process.

1. Ad Hoc Intake Process

The purpose of the Ad Hoc Intake Process is to provide Jefferson business units an opportunity to request project support from IS&T or add projects to the portfolio outside of the Annual Intake Process.

2. Fast Tracked Intake Process

There are times when a request for a project must be expedited. On these rare occasions, the PMO Director will receive notification from IS&T leadership. In these instances, the PMO Director will assign an Initiation Coordinator to work with the business unit to complete the intake process.

3. Annual Intake Process

The Annual New Project Intake process provides business units the opportunity to request new projects funded with capital dollars (in whole or in part) that require IS&T resources. The intake period runs from September through January for the upcoming fiscal year beginning the following July. This process aligns with Jefferson's annual budgeting process.

About Planview@Jeff

Building on the Project Management Institute (PMI) framework, the Project Management Office (PMO) leverages collaborative tools that enable a centralized, consolidated and consistent approach to project management. This is accomplished using a new tool called Planview@Jeff, which provides real-time visibility and control to enterprise leadership.

The IS&T PMO currently uses Planview@Jeff Project & Portfolio Management Solution to:

  • Provide a single location for identification and quantification of project requests, management of  IS&T projects, and resource capacity planning.
  • Capture and track all IS&T work.
  • Deploy IS&T projects using the standardized processes and controls established by the IS&T PMO.
  • Record effort for time spent working and managing IS&T initiatives.

For a comprehensive look into Demand Management, read our PMO Playbook here. (Link PDF)