IT Project Management Framework Quick Reference Guide

BACKGROUND resources needed to complete the project

3. Planning – develop the project schedule, assign
The following is a checklist of the items and requirements
resources, clarify risks
needed to navigate the Project Lifecycle.
4. Delivery – do the project work (execution) and
Go to https://pmo.gmu.edu for additional information.
report on progress (monitor and control)
5. Closeout – capture lessons learned and assess
PROJECT MANAGEMENT FRAMEWORK project successes for future use
The Project Management (PM) Framework consists of: *Separate and distinct from the project lifecycle;
• Project Classifications – help determine and adapt to the
needs of different projects PROJECT GATES
• Project Phases – blocks of activities with their own
• Governance Approval – approval of the business case
purpose, deliverables, and required gates
and the ability to start the project with Initiation
• Project Gates – formal key decision points required to
• Portfolio Owners Review and Initiation Kick-off–
move between phases
reviewand approval of the Project Charter and move
• Project Templates – standardized forms that collect from Initiation to Planning
and report consistent data about the project
• Readiness Review – Review of the deliverables, plan,
schedule, and resource needs and to Delivery
• Acceptance Review – Acceptance of deliverables;
moves to Closeout if all deliverables are complete
• Approval to Proceed (optional) – Capture key decisions
(e.g., go/no-go) anytime during the project lifecycle
• Approval to Operate (optional) – Approval to release
deliverables to production if necessary (e.g., software)
• Closeout Review – Final approval and closure of the
project; releases project resources

TEMPLATES
The Mason IT PM Framework includes the following lifecycle
templates to satisfy the project management deliverables
PROJECT CLASSIFICATIONS
A method to size a project based on its complexity using
Cost, Duration, Project Team, External Mandate, Internal Template Phase Overview
Mandate, Organizational Risk, and Scope of Impact. Capture needs and justifications
1A-Business Case Intake for a large-scale project or
Determines the required Project Management approach
investment
and documentation required. 1B-Prioritization Captures the purpose, goals,
• Class 1 – the least complex with a low cost, short project Criteria Worksheet Intake benefits, and costs of an internal
duration, no organizational risk, involves and impacts (PCW) IT or infrastructure project.
2- Request Summary Intake Auto-generated report from PCW
only one unit, and is not required by an internal or Captures deliverables, team
external mandate. 3-Charter Initiation
requirements, assumptions,risks
• Class 2 – a moderately complex project with a medium Identifies specific resources,
cost and project duration, involves and impacts just one schedule, work/effort, and refines
4-Planning Document Planning
assumptions, risks, and
unit. deliverables
• Class 3 – the most complex project with a high cost, Approval documenting that
5-Acceptance of Delivery-
long project duration, involves and impacts multiple Deliverables Execution
deliverable requirement have
schools/units, and fulfills external and/or internal been met
Approval to continue theproject
mandate(s) 6-Approval to Delivery-
on a specific path (go/no go
Proceed (Optional) Execution
approval)
PROJECT PHASES Approval to transition
7-Approval to Delivery-
deliverable(s) to the operational
Operate (Optional) Execution
team(s)
8-Project Closeout Evaluation of project success,
1. *Intake – captures the business need and the ideal Closeout
Document lessons learned
solution and kicks off the Project Lifecycle phases
2. Initiation – document the project deliverables and

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IT Project Management Framework Quick Reference Guide

PROJECT NAME  All Deliverable(s) Approved Date:

 Post Acceptance of Deliverables in Project
PROJECT MANAGEMENT CHECKLIST Inventory
This is a checklist of items for project managers to assist
with tracking project management activities and OPTIONAL DELIVERY TASK – Approval to Proceed
complying with the PM Framework. Note: Italicized The ‘Approval to Proceed’ documents clear decision
items are performed by the PPMO. points that keep the project moving forward or stopsthe
See the Project Dashboard for information on projects project.
https://its.gmu.edu/projects-dashboard/  Complete Approval to Proceed (Go/No-Go
Decision point
INTAKE  Review Approval to Proceed with
(Portfolio Lifecycle Aware & Submitted) Sponsor/Approvers
 Complete Business Case or Prioritization Criteria  Receive Approval to Proceed
Worksheet (PCW)  Post Approval to Proceed in Project Inventory
 Submit for for Governance Approval
 Post Intake document in Project Inventory OPTIONAL DELIVERY TASK – Approval to Operate
 Create Project Inventory Entry The ‘Approval to Operate’ documents multiple releases
 Request Reviewed by Governance Body or deliverables that are transitioned to operations at
 ITGG – Strategic or Capital varying times. It allows portions of theproject work to
 ITS Senior Staff – Maintenance or Mandate be considered complete even if all deliverables are not
 Form Approved Date:
complete.
 Complete Approval to Operate
INITIATION  Review Approval to Proceed with
(Portfolio Lifecycle Approved) Sponsor/Stakeholders
 Complete Project Charter
 Receive Approval Date:
 Identify Deliverables
 Move Approved Deliverable(s) to Operations
 Document Assumptions and Risks
 Post Approval to Operate in Project Inventory
 Select Resource Needs
 Complete Portfolio Owners Review
 Receive Formal Start Work Order DELIVERY – MONITOR AND CONTROL
 Complete Initiation Kick-off (Portfolio Lifecycle Approved)
 Project Charter Approved Date:  Update Project Status in Project Inventory
 Post Project Charter in Project Inventory  Report Weekly Project Time/Effort by Team
Members
PLANNING  Prepare and deliver regular Status Updates as
(Portfolio Lifecycle Active) Required by Senior Leadership
 Complete Project Planning materials
 Planning Document CLOSEOUT
 Project Schedule (Portfolio Lifecycle Active & Operational)
 Communications Plan  Complete Project Closeout Document
 Conduct Readiness Review  Conduct Closeout Review Meeting
 Planning Docs Approved Date:  Closeout Doc Approved Date:
 Post Planning Documents in Project Inventory  Post Closeout Document to Project Inventory
 Complete FINAL project status update to
DELIVERY - EXECUTION designate the project as Operational/Closed
(Portfolio Lifecycle Active)
 Conduct Execution Kick-off Meeting Additional Information: https://pmo.gmu.edu
 Work Project Tasks Per Schedule
 Complete Project Deliverables
 Complete Acceptance Review

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