As a project manager or leader, does your department or area receive various project requests? If the answer is yes, please consider the following questions. Does your area decipher what is a true project or just a service request?
Does your area have a standard process on how to document or track project requests? If you answered no to any of the above-mentioned questions, then this training module is designed specifically for you. for you.
What is Project Intake? Project Intake is the initial part of the project management process. It is an iterative process designed to review and evaluate project proposals that is submitted to your department. The first step of the intake process starts with receiving a project concept. Project proposals are received in the Team Dynamics Project Portfolio Management System.
The second step of the intake process ends with project approval or disapproval. The overall goal is to filter out projects versus other types of requests, i.e. service, which will be discussed later. So why is the intake process important to both the department and the potential customer or sponsor? Importance of Project Intake The project intake process is important to both the department and the sponsor because the goal is to document potential customer needs. From the department's point of view, adequate intake documentation allows them to maximize the value of the project, resources, allocations, and time commitment.
In turn, documented commitment is understood from the beginning of the process. From the sponsor's point of view, it allows them to understand the proposed project request and their potential commitment level. Inevitably, if this process is done effectively and efficiently, Sponsor will generate faith in the project management process and performance levels. What are some current workloads or projects that you would like to see funneled through and documented and why? The bottom line is that.
all departments, organizations, and unit areas that receive project request initiatives for their services should have some type of project intake process. There may be a lot of work on the front end. However, on the back end, nothing beats good documentation.
It is nearly impossible to run a project intake operation without some type of intake efficiency. Four phases of of project intake. Project intake are based off four steps.
The first step is project proposal submittal. Business stakeholder submits project concept using the RAM support service portal. Go to RAM tech OIT, select submit a ticket, select OIT project request. The second step is the Project Proposal Review. EPS Manager distributes project proposal to OIT Leadership Team.
OIT Leadership Team reviews at bi-weekly PM Leadership Meeting. Assigned OIT Unit conducts discovery session with stakeholder if not enough information on submitted project The third step is project classification. OIT leadership classifies what type of project.
EPS project. Enterprise projects require developing standard documentation and adhering to the established OIT key performance indicators protocols. The fourth step is project initiation.
If classified as an Enterprise Project, then PM-PL will generate project charter in RAM Support Service Portal. EPS Project Folder will be created and tracked in TDX-PPM. If classified as an Department Project Request, Department Service Request, Department Incident Request, then unit director slash manager will assign a PL from their unit. Project will be tracked and updated in OIT leadership meetings.
Enterprise project tracking. Enterprise project tracking is the process of managing projects. The enterprise project process is supported by the web-based system. Team Dynamics. TDX is a robust project portfolio management software solution that is specifically tailored to accommodate project management protocols.
This powerful web-based interface includes submitting and tracking project requests, measuring project status, reporting project milestones or benchmarks, and identifying tasks and activities required in achieving the predefined results. Good Tracking Methods monitors the overall progress of projects. It assesses if the primary objectives are meeting the desired project outcomes. Here are the Enterprise Document Tracking Protocols. EPS Document Tracking within TDX PPM project folder.
Track documentation sent and approved dates to CIO and sponsor sponsors for the following documents. Project charter, project management plan, software requirements, test plan, project handover, project closeout. For inter...
To enterprise project tracking, OIT uses a combination of two project management methodologies, Waterfall and Agile. These frameworks will be covered more in detail in future trainings, but in short, Waterfall is a sequential methodology or linear process, while Agile is an iterative methodology or collaborative process. The Waterfall framework utilizes the traditional scheduling function. within the TDX slash PPM project folder.
The primary focus is to track the projected schedule timeline with the five project management phases. Initiating, planning, executing, controlling, closing. The agile framework utilizes sprint task board tracking feature within the tdx slash ppm project folder. Using card walls, the primary focus is to track the following project tasks. Sprint user stories, status of current tasks, completed tasks.
The final enterprise project tracking method is recording key performance indicators, KPIs. KPIs is defined as a quantifiable metric that reveals how a project team is performing. KPI tracking allows the CIO to compare the actual to planned progress while also identifying issues that may prevent the project from staying on schedule and within budget.
Here are the key tracking KPI metrics. Metric 1, Project Productivity, documenting accurate use of resource allocation and or technological resources and utilization. Metric 2, Project Scope, monitoring project schedule, timetables, and documents while tracking project benchmarks.
Metric 3, Project Alignment. mitigating issues and risks while ensuring accurate alignment with the project's strategic objectives. Metric 4 Project Outcomes Managing the various project management elements that support strategic objectives.
Conclusion The purpose of the project intake process is to review and evaluate project proposals that is submitted to your department. The project intake process is defined by four efficient steps. Each phase is crucial in the intake process. It is also necessary to incorporate an effective and efficient enterprise project tracking mechanisms, which are designed to meeting the desired project outcomes.