Project Management Lifecycle
The USQ ICT Project Management Methodology (PMM) supports USQ's commitment to improving structured planning and project management. The PMM helps with the selection of the right projects and supports the entire project lifecycle. The ICT Project Management Lifecycle at USQ comprises five distinct phases:
Project Notification (Straw Phase)
The ICT Portfolio Project Concept signals the intention to the ICT Governance Committees that ICT Resources are required and/or funding is required. The ICT Portfolio Project Concept identifies the six important aspects of strategic communication (i.e What, Who, Why, When, Where, How). For example: What will it do; Who will use it; Why is it important; When and Where will it be used; How will USQ and the intended users benefit?
The call for submissions of ICT Portfolio Project Concept forms is mandatory for all ICT Investment funding requests. If the submission is successful, the Project Proposal can then progress to the Initiation Phase.
The Project Contact works with the Project Proposer (and other stakeholders) to complete the ICT Portfolio Project Concept, which is submitted to the ICT Portfolio Committee. The purpose is to obtain formal approval for the project concept. Key elements amongst the listed sections of the Project Concept are:
- Identify the known stakeholders
- An outline of the business case
- Alignment with the USQ Strategic Plan
- Identify the project timeline
- Identify whether funding is required or readily available, how much funding, and from which funding pools
- Identify any potential issues
Project Initiation (Bronze Phase)
The project initiation and planning phase includes devising and maintaining a workable scheme to ensure that the project addresses the Universities' needs. The Project Initiation Document is designed to bring together the key information needed to start the project on a sound basis, and to convey such information to all stakeholders. The Project Initiation Document should clearly identify:
- the Project Organization structure
- the estimated elapsed time for the project (based on an activity analysis)
- the budget (based on an activity analysis)
- a high level activity analysis (based on the Project Plan)
- the deliverable outcome compliant with the Concept
Once the Project Initiation Document is approved, budgeted resources will then be released as requested to enable the project to execute.
Project Execution and Control (Iron Phase)
The execution and control phase of the project includes coordinating resources to carry out the various plans. This phase typically produces the products, services, and results. The project manager monitors and reports on progress through the Project Status Report to ensure that the project meets the planned objectives, and takes corrective action when necessary.
The Project Status Report should clearly and concisely communicate the following aspects of the project performance to the governance bodies:
- Executive Summary
- Project Details
- Project Performance
- Project Accomplishments
- Project Changes and Issues
- Objectives for the next Project Status Review
If the project has completed as planned, the closing phase includes formalizing acceptance of the project and ending it efficiently. The Project Closure phase is intended to ensure the smooth transition of the project into the normal business as usual operations of USQ and ICT. The Project Review and Closure Report wraps-up the project by summarizing the aspects of the project performance including:
- Executive Summary
- Project Performance
- Benefits realization
- Lessons Learned
- Closure Activities
- Accreditation Timeframes
The accreditation and review phase will be scheduled to occur somewhere between three and four years following the completion of the project work. This phase provides the focus for stakeholders to critically assess the success of the project in achieving its stated objective and then review the future for the system to ensure that it continues to meet the objectives of the University.