Procedure for Approval of an Information Technology Project with Expected Total Project Cost to Exceed $500,000
Approval Date: 2014-12-02
Effective Date: 2014-12-02
Responsible Unit: Office of the Chief Information Officer
1. Project Technical Authority, Project Funding Authority, Project Operational Authority and Project Sponsor develop a project proposal detailing:
a. Project justification
b. The project's relationship to the university's strategic plan, Sustainability Declaration and related activities
c. Executive summary of desired functionality
d. Funding sources and amount of available funding
2. The proposal is submitted to the CIO who reviews the project proposal, assessing project viability, compatibility with the university's environment, the planned level of consultation within the university community and the priority of the project.
3. If the total project cost exceeds $1,000,000, the project proposal is submitted to the Board of Regents, through the President, for approval in principle to proceed based on the review and advice of the CIO.
4. If the total project cost is between $500,000 and $1,000,000, the VPC provides approval in principle to proceed based on the review and advice of the CIO.
5. Project Technical Authority and Project Sponsor communicate the project to the university community.
6. Project Technical Authority creates a project team typically consisting of the Technical and Business Area Project Managers, technical and functional consultants, quality assurance consultants, infrastructure services consultants, and other persons as appropriate.
7. Project Technical Authority and Project Sponsor develop terms of reference for the project team and formally define roles and responsibilities of the Project Technical Authority, Project Funding Authority, Project Operational Authority, Project Managers, Project Sponsor, and any other involved persons or groups, including the Project Steering Committee.
8. Project Technical Authority and Project Sponsor create the Project Steering Committee.
9. Project team gathers user requirements, consulting throughout the university community in the case where the influence of the project extends to more than one university unit.
The project team will:
- Prepare a document describing in detail the user requirements
- Submit the detailed user requirements document to the CIO who will examine the requirements and suggest existing university information technology infrastructure to provide desired functionality if available.
- Perform a detailed analysis of the possible internal solution to determine degree of fit for the user requirements.
- Submit the results of the fit analysis to the CIO for consideration and comment
- Prepare a summary report for the CIO which will define next steps and typically consider:
a. The utilization of an existing university infrastructure
b. The acquisition of a commercial solution
c. The development of a software solution by external contractors
d. The development of a software solution using internal Memorial resources
e. Environmental concerns including energy efficiency, life cycle analysis and disposal of electronic waste and costs associated with disposal for each option a - d
10. If a commercially provided solution is required then university units must adhere to the terms and conditions of Memorial's Purchasing Policy:
- Project team develops a Request for Proposals (RFP), securing the approval of the Project Technical Authority, Project Funding Authority, Project Operational Authority, Project Sponsor, and Project Steering Committee before the RFP is issued
- Project team issues the RFP and evaluates responses, assisted by other members of the university community as appropriate; every reasonable attempt should be made to avoid customization in the case of software acquisition
- Vendors make presentations, as appropriate, to project stakeholders
- Project team identifies the preferred bidder, and in the case of software acquisition clearly identifies level of customization required; prepares detailed estimates of development and support costs for all required modifications and assesses any alternatives to the planned modifications
- Project team develops final budget for project and makes recommendations to Project Technical Authority, Project Funding Authority, Project Operational Authority and Project Sponsor
11. Project team develops a comprehensive project plan for subsequent project phases.
12. The CIO reviews the plan and provides a recommendation to the Vice-President (Administration and Finance) and the Provost and Vice-President (Academic) regarding proceeding with the project.
13. These two Vice-Presidents determine if/when VPC is to be informed about the project.
14. Project Technical Authority and Project Sponsor negotiate arrangements with Developer/Contractor and define/confirm the roles and responsibilities of project participants, including Developer/Contractor's executive responsible for the project.
15. Project Technical Authority and Project Sponsor communicate the project implementation plan details, making project documents available to the university community.
16. Project status reports are submitted to the CIO on a monthly basis.