Effective Project Intake and Tracking Process

Oct 12, 2024

Project Intake and Tracking in Project Management

Introduction

  • Key Role: As a project manager or leader, managing project requests efficiently is vital.
  • Focus: Differentiating between true projects and service requests, documenting and tracking project requests properly.

What is Project Intake?

  • Definition: The initial step in the project management process for reviewing and evaluating project proposals.
  • Process: Iterative, involving several stages from project concept reception to approval or disapproval.

Importance of Project Intake

  • Department Benefits:
    • Documents customer needs.
    • Maximizes value of project, resources, allocations, and time.
    • Provides clear commitment understanding from the start.
  • Sponsor Benefits:
    • Clarifies project request and commitment level.
    • Builds faith in project management processes.

Project Intake Process Steps

  1. Project Proposal Submittal
    • Submission through RAM support service portal.
    • Steps: Go to RAM tech OIT > Submit a ticket > OIT project request.
  2. Project Proposal Review
    • EPS Manager distributes proposal to OIT Leadership Team.
    • Reviewed at bi-weekly PM Leadership Meetings.
    • Discovery sessions for incomplete information.
  3. Project Classification
    • OIT leadership classifies project type: EPS project or Enterprise project.
  4. Project Initiation
    • For Enterprise Projects, PM-PL generates a project charter in RAM Support Service Portal.
    • EPS Project Folder creation and tracking in TDX-PPM.
    • Department-related requests assigned by unit director/manager.

Enterprise Project Tracking

  • System Used: Team Dynamics (TDX) - a web-based project portfolio management (PPM) software.
  • Functions:
    • Submit and track project requests.
    • Measure project status.
    • Report milestones and benchmarks.
    • Identify tasks and activities.
  • Tracking Protocols:
    • Use of Waterfall and Agile methodologies.
    • Document tracking for project charter, management plan, software requirements, etc.

Methodologies

  • Waterfall: Sequential, tracks timeline through five phases (Initiating, Planning, Executing, Controlling, Closing).
  • Agile: Iterative, uses sprint task board tracking with focus on user stories, task status, and completion.

KPIs in Project Tracking

  • Definition: Quantifiable metrics to assess project team performance.
  • Key Metrics:
    1. Project Productivity: Resource allocation and technological use.
    2. Project Scope: Schedule, timetable, and benchmark tracking.
    3. Project Alignment: Mitigating risks, aligning with strategic objectives.
    4. Project Outcomes: Managing elements supporting strategic objectives.

Conclusion

  • Purpose: To effectively review and evaluate project proposals.
  • Process: Defined by four key steps, essential for effective project intake.
  • Tracking: Efficient project tracking mechanisms are crucial to meeting desired project outcomes.