ࡱ> egd e"bjbjVV 48<< 8+$O4|H(>7K GGGGGGG$`JM!HWWW!H46H555W<G5WG55#ClkG djD*GLH0|HDM8MTkGMkG|WW5WWWWW!H!H5WWW|HWWWWMWWWWWWWWW : PURPOSE: To provide for a uniform process for the closing of T&C projects at Channel Islands. BACKGROUND: The lifecycle of T&C projects is as follows: Intake Planning Execution & Monitoring Close BUSINESS PRACTICE: Accountability: The Chief Information Officer and T&C managers Applicability: All T&C employees Definitions: Project. A temporary endeavor undertaken to create or update a unique product, service, or result. In particular, a project in T&C is undertaken to create a new service that has not existed before. A project has a definitive beginning and end, and measurable outcomes and results. Projects are further defined by their size and scope. Supervising Manager. The T&C manager who is ultimately responsible for the project. Project Lead. The T&C manager or staff member responsible for performing project management tasks for the duration of the project. Depending on the scope and size of the project, the Project Management Office may provide project lead, or the Supervising Manager shall assume day-to-day project management responsibilities. Project Management Office (PMO). The T&C team responsible for the coordination, support and guidance of T&C projects. Project Review Board. A group of T&C employees, designated by the CIO, which reviews projects and makes recommendations to the CIO. Text: Phase 4 Project Close A project that has either successfully or unsuccessfully been executed enters Phase 4 when either All prior project phases have been successfully completeda successful project, or The goals of the project have not been attained, and the client, or T&C governance, request that the project be discontinued after Phase 1 of the project has been completedan unsuccessful project. The closing phase is required for all projects, regardless of class, that have completed Phase 1 (Project Intake) successfully. Project requests which have not completed Phase 1 successfully do not require project closure. Project Closure tasks Closure of both successful and unsuccessful projects consists of Collection of relevant project data into a project archive Communication to all project stakeholders and teams about the project closure Assessment of the projects successes, failures, costs, and lessons learned Turnover and assignment of operations support tasks to the appropriate University personnel After the Project Lead completes the Project Closure tasks above, T&C governance shall give final approval to close the project. Project data archive To complete the project data archive, the Project Lead shall: assemble a collection of documents for the project archive that is appropriate to both the project class and the last successfully completed project phase; and submit the project archive in electronic format to the PMO prior to the closure of the project For each chartered project, the project data archive shall consist of the following minimum collection of documents: Project Charter Project Closure form (or Project Cancellation form if the project has been cancelled) The project data archive may also include the following documents: Project Scope Statement Project Schedule Other Planning Package documents Issue Log Change Requests Acceptance Testing Procedure/Checklist Meeting minutes Copies of all status reports Copies of all written communication & marketing materials Other client acceptance documents Budget report Task Summary (hours worked on project tasks by employee) Project Close meeting The Supervising Manager or Project Lead shall schedule and lead a Project Close meeting with the client. Project close meetings are required for all Class 3 and larger projects. For Class 1 + Class 2 projects, the Project Close meeting is optional but recommended. The purpose of the Project Close meeting is: to communicate with the client and key stakeholders about the close of the project formally gather feedback about the successes and challenges of the project review outstanding issues For Class 1 and Class 2 projects, all stakeholders and project team members may attend the project close meeting. For Class 3 and larger projects, a subset of stakeholders and team members should be selected to participate in the project close meeting, at the discretion of the Client and the Supervising Manager. It is recommended to conduct the Project Close meeting in person. Meeting length should be based on project class, and will typically range between 30 and 60 minutes. It may be beneficial to have a 3rd party lead the Project Close meeting, in order to facilitate open discussion with the client. In this case, it is recommended that the 3rd party not be a member of the project team. Assessment of Project Success & Closure The Project Lead shall assess and document project success and closure by completing a Project Closure form (or a Project Cancellation form if the project has been cancelled), based on input gathered during the Project Close meeting as well as other feedback from the client, stakeholders and project team. Turnover and assignment of maintenance and operations support tasks to the appropriate University personnel In the Project Closure form, the Project Lead shall document, if applicable, the manner in which ongoing maintenance and operations support for the project deliverables shall be provided after project closure to help ensure continued service quality. The Project Closure form will provide fields to support this documentation process. Approval for Project Closure The client must approve closure of any project. The date of their approval should be designated on the Project Closure Form. T&C governance shall approve the closure of all projects, according to the project class: Class 1 & 2 projects require only the Supervising Managers approval to close. Class 3 and larger projects require the CIOs approval to close. Although verbal confirmation for project closure is acceptable, it is recommended that all acceptances for project closure from the client and T&C governance be provided in writing, via one of the following methods: via email notification of acceptance; or hard-copy signature on the Project Closure form. The Supervising Manager or Project Lead shall provide the Client and Client Supervisor with a copy of the completed Project Closure form via email. Exhibits The following documents are incorporated by reference. Please visit  HYPERLINK "http://www.csuci.edu/it/projects/" www.csuci.edu/it/projects/ for the latest versions. 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