Bridgewater State University Project Request and Approval Process

Information Technology Division

Bridgewater State University

Information Technology

Project Management Office

Project Request and

Approval Process

February 5, 2015

Version 1.6

1
Bridgewater State University Project Request and Approval Process
Information Technology Division

2
Bridgewater State University Project Request and Approval Process
Information Technology Division

Table of Contents

PROJECT MANAGEMENT METHODOLOGY OVERVIEW .........................................................................................4

GOALS ..........................................................................................................................................................................4

DEFINITION OF A PROJECT .......................................................................................................................................5

PROJECT LIFECYCLE OVERVIEW .............................................................................................................................6

PROJECT ROLES & RESPONSIBILITIES ...................................................................................................................7

PROJECT REQUEST AND APPROVAL PROCESS ....................................................................................................9

APPENDIX A: DEFINITIONS ......................................................................................................................................12

APPENDIX B: STRATEGIC PROJECT SCORING MODEL .......................................................................................15

APPENDIX C: OPERATIONAL PROJECT SCORING MODEL .................................................................................18

APPENDIX D: PROJECT REQUEST FORM FOR IT LIASONS.................................................................................21

3
Bridgewater State University Project Request and Approval Process
Information Technology Division

PROJECT MANAGEMENT METHODOLOGY OVERVIEW

The Bridgewater State University Information Technology Division has developed a Project Management
Methodology as a means of achieving a greater degree of success in its technology projects. The Project
Management Methodology serves as a guide to the organization as it selects its projects, to project
teams as they plan the work, to management as they supply the required oversight, and to Sponsors and
Customers as they collaborate in the design and delivery. This methodology is designed to be consistent
with the Project Management Institute’s Guide to Project Management Body of Knowledge (PMBOK).

The Information Technology Project Management Methodology is designed to provide an organization

wide project management capability based on a common language, a practical set of skills, and a robust
methodology, with appropriate support tools for maximizing productivity and effectiveness in
completing projects successfully, on time, and within budget. The larger intention of this effort is to
develop a standard for project management practices and procedures across all aspects of the
institutional technology landscape. The Project Management Methodology includes documentation,
templates, and other tools to assist the project managers and project teams in scoping, planning, and
executing projects.

GOALS

This document describes in detail the process that Bridgewater State University Information Technology
will use during the requesting phase of a project. In defining this methodology, we hope to reach the
following goals:

 Provide a common point of reference and a common vocabulary for talking and writing about the
practice of project management for projects within the IT Division.
 Increase the awareness and professionalism of good Project Management Practice by those charged
with the responsibilities defined in the methodology.
 Define the roles of the Sponsor, IT Liaison, Project Manager, Stakeholders, Technical and Business
Leads and other team members and obtain consensus within the organization about their
importance as Critical Success Factors.
 Create the basis for a collaborative environment where everyone engaged in project work
understands what is required of them and why those requirements are key factors for improving
project results.

4
Bridgewater State University Project Request and Approval Process
Information Technology Division

DEFINITION OF A PROJECT
A project is a temporary endeavor (it has a start and end date), undertaken to create a unique product,
service or result within defined constraints. A project concludes when its specific tangible and/or
intangible objectives have been attained and its resources have been released to do other work.

The BSU Information Technology Project Management Methodology defines a project as:

• A unique endeavor (not repeated)

• Temporary, with a distinct beginning and end
• Defined by specific deliverables
• Conducted by a temporary team that exists for its execution
• Having a project manager who is responsible for its success
• Defined by identifying its starting point, the goal / objectives sought, and the route between
them

Operations are ongoing and repetitive. Operational activities may repeat daily, monthly, annually, or on
an as-needed basis, e.g., financial review, standard upgrades, hiring for a new position. When operations
require a major change in process, input/output, or purpose, they may become projects until the change
is complete.

PROJECT TYPES

All Bridgewater State University Information Technology projects are categorized as either a Campus
Strategic Project or an Operational Project based on the criteria described below.

Strategic Project:
Any work requested that meets any of the criteria below will be considered a Strategic Project:

• The work requested impacts more than one department

• The work requires institutional funds to be expended, excluding staff salaries
• The project has a large institutional impact
• The project implements new technologies and processes that promote transformative change
resulting in an institutional competitive differentiation

Operational Project:
Any work requested that meets all of the criteria below will be considered an Operational Project:

• The work is in support of one department

• The work does not require that institutional funds be expended, excluding staff salaries
• The project does not have a large institutional impact
• The project will optimize performance and accommodate incremental growth and
improvements

5
Bridgewater State University Project Request and Approval Process
Information Technology Division

PROJECT LIFECYCLE OVERVIEW

The Project Management Lifecycle is used to describe a deliberate, structured, and methodical process
for Project Management. The Project Management Life Cycle has five phases: Request, Initiation,
Planning, Execution & Control, and Closure. This methodology contains the templates for the various
project management activities undertaken to deliver successful projects. Each project phase addresses
a specific aspect of the process of managing a project from initiate through close. Although these
phases are described sequentially, in practice many of these phases may overlap or be applied
concurrently during the lifetime of a project. Listed below is an overview of the five phases. The
Requesting Phase will be described in greater detail in subsequent sections of this document. The
remaining four phases are documented in detail in the Project Management Methodology.

Requesting
• Delivers a Project request.
• Captures specific project information that will aide in project evaluation.
• Approves the Project Request to advance to the Initiation Phase (or defers the request).
• Completed and Approved Project Requests constitute the Project Portfolio.

Initiation
• Delivers a Project Charter.
• Defines the preliminary project cost, scope, roles, and timeline.
• Formalizes the existence of the project.
• Approves the project to advance to the Planning Phase.

Planning
• Delivers a detailed Project Plan.
• Defines the detailed project schedule, budget, resources, and timeline.
• Provides the baseline to control and manage the project.
• Approves the project to begin work.

Execution & Control

• Creates and delivers the end product or service.
• Executes the tasks in the project plan (schedule).
• Delivers regular updates to stakeholders detailing progress.
• Relies on the plans from the Planning Phase to control the project.

Closing
• Concludes all project activities.
• Administratively closes the project.
• Turns the delivered product or service over to customer or a support group.
• Assesses project outcomes and team performance.
• Documents best practices and lessons learned.
• Celebrates project success.

6
Bridgewater State University Project Request and Approval Process
Information Technology Division

PROJECT ROLES & RESPONSIBILITIES

A successful project requires the Project Team to participate (at some level) in the planning process,
buy-in to the Project Plan, and be responsible for completion of assignments. It is important to have a
defined formal structure for the project and for the project team. This provides each individual with a
clear understanding of the authority given and responsibility necessary for the successful
accomplishment of project activities. This section describes the typical roles and responsibilities for
projects. Roles may be assigned to one or more individuals. Conversely, individuals may have one or
more roles on a project.

Project Sponsor - The Project Sponsor is the executive (AVP or above) with a demonstrable interest in
the outcome of the project and who is ultimately responsible for securing spending authority and
resources for the project. The Project Sponsor will:

• Oversee high-level project progress.

• Provide input to development of Project Charter.
• Provide and approve project budget and resources.
• Champions the project to provide exposure and buy-in from senior management.
• Approve the project completion.

IT Liaison – The IT Liaison is a designee of an Area Vice-President who is authorized by that Vice-
President to represent the Division in all Information Technology related matters including the
submission of project requests on behalf of a division. The IT Liaison works with the PMO to define the
project’s goals and objectives, keeps abreast of major project activities, and is a decision-maker for the
project.

Project Manager- The Project Manager is the person assigned by Information Technology Division to
ensure that the Project Team achieves the project objectives and completes the project. The Project
Manager develops the Project Charter and Plan with the team and manages the team’s performance of
project related tasks. The Project Manager also secures acceptance and approval of deliverables from
the Project Sponsor and Stakeholders. The Project Manager will:

• Develop, monitor, and review project management deliverables & activities within the project
plan.
• Communicate to and receive feedback from the project team.
• Escalate and resolve issues as needed.
• Initiate project meetings in consultation with project team and sponsor.
• Develop project and implementation plans.
• Prepare deliverables for approval by stakeholders.
• Schedule and track resources.
 Communicate project status to Project Sponsor and stakeholders.

Project Coordinator - The Project Coordinator is someone who may be responsible for leading and
managing a project. The Project Coordinator is responsible for many of the same functions as a Project
Manager. However, the Project Coordinator will not be formally skilled in the discipline of Project
Management and thus will require assistance with Project Management functions from the Project
Manager and/or the PMO.

7
Bridgewater State University Project Request and Approval Process
Information Technology Division

Project Management Office - The Information Technology Project Management Office (PMO) supports
the Information Technology Division's commitment to more structured planning and process/project
management. The PMO helps the IT Division select the right projects and supports their successful
implementation through planning, project work, and oversight. The PMO ensures that all Information
Technology projects are managed in accordance with approved BSU Project Management Methodology.

The Project Management Office is available for:

• General Project Management questions and advice

• Facilitation of project planning, project kickoff, reviews, and lessons learned sessions
• Project Management training, mentoring, and consulting
• Team Dynamix technical support (online Project Portfolio Management (PPM) platform)
• Project Portfolio oversight, reporting, and escalation

Functional Director – The Functional Director is responsible for providing resources (both people and
equipment) as needed according to the Project Plan. They may also function as a Subject Matter Expert
and provide oversight and guidance for the project.

Subject Matter Expert (SME) - The Subject Matter Expert is that individual who has a high level of
expertise in performing a specialized job, task, or skill within the organization. Project Managers need
to work with SMEs in the research and execution phases of a project and should involve them in the
technical validation of project charters and plans.

Project Scoping Team - The Project Scoping Team assists the Project Manager in defining the project
scope and creating the Project Charter. The Project Scoping Team may include the subject matter
experts who can assist with initial definition of the project solution.

Project Planning Team - The Project Planning Team assists the Project Manager in defining and creating
the Project Plan. The Project Planning Team may include the subject matter experts who can assist with
defining the activities, resources, and schedule information required to produce the project plan.

Project Team - The Project Team has responsibility for conducting project activities. Project Team
members, as necessary, assist the Project Manager in planning the development effort and help
construct commitments to complete the project within established schedule and budget constraints.
The Project Team may include the subject matter experts responsible for implementing the project
solution. Customers and/or Stakeholders should interact with the Project Team to ensure that
requirements are properly understood and implemented. The Project Team may include both
Bridgewater State University staff members and external Consultants brought on for the project
engagement.

Stakeholders - Stakeholders are persons or organizations that are actively involved in the project, or
whose interests may be positively or negatively impacted by the project, or who might exert influence
over the project.

8
Bridgewater State University Project Request and Approval Process
Information Technology Division

PROJECT REQUEST AND APPROVAL PROCESS

Any work requested of the Information Technology Division that is not a core service (e.g. creating
accounts, adding phones and computers, etc.) or for the repair (break/fix) of a core service item,
requires the submission of a project request to the Project Management Office. Once submitted, all
project requests will progress following the workflow described below. Information Technology
strongly encourages staff members with new project ideas to consult first with the BSU IT SharePoint
site/IT Services (https://my.bridgew.edu/departments/it/SitePages/IT%20Services.aspx) for a listing of
current services we provide, then with leadership (Vice-Presidents or AVP’s) in their division before
embarking on the development of a full project request. In this way, the requestor will be certain that
the project concept is aligned with department, divisional and institutional strategy.

Creating a Project Request

 An IT Project Request is initiated by the project requestor online by completing the Project Request
Form for IT Liaisons on the BSU IT SharePoint site/IT Consulting & Projects/Project Request Form
(https://my.bridgew.edu/departments/ITProjectManagementOffice/Lists/Project%20Request%20Fo
rm/NewForm.aspx?RootFolder= and can only be submitted by a formally designated IT Liaison.

 This online Project Request form submission is considered an Informal Project Request.

 The Informal Project Request submission must contain:

o A brief overview of the project work
o A justification statement for the project request
o Goals and Objectives (what is the purpose of doing the work)
o Name of the Project Sponsor
o Scope (overview of what's in, out, uncertain)
o Stakeholder roles, responsibilities and involvement
o Initial estimated cost (hardware, software, professional fees, licenses, any other non-BSU
time and effort if applicable
o Identified funding source with request approval from the Annual Budget process if
applicable

 The Project Sponsor must be a Vice-President or a Division’s designated IT Liaison

 Upon receipt of the Informal Project Request submission, the Information Technology Project
Management Office will work with the requestor to develop the proposal into a formal Project
Request that will be fully evaluated by IT Management during the annual Project Planning Process.

Developing the Project Request

 The informal Project Request submission is initially routed to the IT Project Management Office for
an initial evaluation.

9
Bridgewater State University Project Request and Approval Process
Information Technology Division

 The Information Technology Project Management Office will contact the Project Requestor to
arrange a meeting(s) intended to review, refine and score the Project Request. These meetings will
develop the project proposal into a formal IT Project Request.
 The formal IT Project Request will be created in Team Dynamix by the PMO and will contain all the
information necessary to allow formal project scoring and portfolio planning to occur as part of the
annual Request Review Process.

Project Scoring

In an effort to align technology projects with institutional initiatives as well as provide the BSU
community with a consistent process for requesting technology projects, the Information Technology
Division at Bridgewater State University has developed a Project Scoring Process. Each project request is
assigned an overall total score based on the responses to the questions contained in the Project Scoring
Model. The details of the BSU Project Scoring Model are contained in Appendices E and F.

The Annual Request Review Process

The Project Management Office will initiate the review of all IT Project Requests, beginning in February,
in alignment with the annual budget review process. Information Technology Leadership and the
Information Technology Project Management Office will then review all requested technology projects,
for the purpose of identifying which projects will be approved to go forward into the project initiating
phase for further planning.

During the annual Request Review Process, all project requests will be initially classified as "approved",
"declined" or “deferred" based upon their project score, the institution’s ability to successfully execute
the projects, and how the projects align with the goals of each division. Approved projects will be those
projects that are considered to be the highest priorities of the University. The IT Division will make a firm
commitment to complete all of the approved projects within a specified time frame. The Chief
Information Officer will share the results of the annual Request Review Process with the Area Vice-
Presidents to ensure that the approved projects reflect the needs and priorities of the University. There
may be a need to review a project request outside of the Annual Request Review Process. These will be
handled on an exception basis and the impact to the previously approved budgets, projects and
timelines needs to be considered and if changes are necessary, communicated to the impacted parties.

The Budget Review Process

In February, budget packets are sent to the Area Vice Presidents. The packet includes various divisional
spreadsheets, reports and procedures for requesting new funding for any new increases, one-time
capital expenditures, capital equipment, professional development and additional positions for the
upcoming fiscal year. The packet will also include a worksheet for Project Request funding. Each project
request should be reviewed for the possibility of having a budget need as mentioned above and
included in the annual budget package submission. The budget requests are submitted and reviewed

10
Bridgewater State University Project Request and Approval Process
Information Technology Division

against the target budgets and available spend. In April/May the President reviews and approves the
budget. Any funding approved for projects should be noted in the Project Charter and spend monitored
on an ongoing basis throughout the Project lifecycle.

The Annual Project Planning Process

The annual Project Planning Process is designed to produce the IT Projects Portfolio for all approved
Information Technology projects. The Project Management Office will create a draft IT Projects Portfolio
with recommendations for the following for each approved project:

 Project Manager/Coordinator
 Project Scoping/Planning Team
 Project Chartering Timeline
 Project Charter Due Date
 Project Planning Timeline
 Project Plan Due Date
 Estimated Project Start Date
 Estimated Project End Date

The draft IT Project Portfolio will be reviewed by IT Management and approved annually during the
months of April/May. The Chief Information Officer will appoint Project Managers to approved projects
and share the approved Project Portfolio with the Divisional Vice Presidents, designated IT Liaisons, the
Information Technology Division and will be posted to the BSU IT SharePoint site/IT Consulting &
Projects/Project Reports
(https://my.bridgew.edu/departments/ITProjectManagementOffice/SitePages/Project%20reports.aspx)

11
Bridgewater State University Project Request and Approval Process
Information Technology Division

APPENDIX A: DEFINITIONS

Activity A task or set of tasks that are carried out in order to create a
deliverable.
Assumption Factors that, for planning purposes, are considered to be true or
certain without proof or demonstration.
Business Case The reason or reasons to do a project

Change A systematic way of reaching an intended outcome. Philosophically,

change is what project management is all about.
Charter (Project Formally authorizes the project to exist, establishes the Project
Charter) Managers Authority, and documents high-level requirements, and
success criteria.
Constraint A restriction that will affect the performance of the project. The four
primary and universal project constraints are scope, quality, time and
resources. A factor that will limit the project team's options. For
example, a predefined budget is a constraint that may limit the team's
scope, staffing and schedule options.

Customer The person or group for whom the project is being undertaken.

Deliverable Any measurable, tangible, verifiable item that must be produced to

complete the project. There are two kinds of deliverables associated
with a project. The term is most often used in reference to those
deliverables that are subject to approval by the project customer, e.g.,
system reports, screens, etc. There are also process deliverables which
are produced as a result of the project management process, e.g.,
Statement of Work, Project Plan, etc.

Issue A question that is raised for inquiry or a problem to be solved.

IT Liaison The IT Liaison is a designee of an Area Vice-President who is authorized

by that Vice-President to represent the division in all Information
Technology related matters including the submission of project
requests on behalf of a division.
Lessons Learned What went well during the project as well as what did not go well.
Lessons learned are used to improve current or future project
performance.

Phase A group of related project activities that allows for more control and
often completes a major deliverable.
Progressive An iterative approach to planning, plans are created in multiple passes
Elaboration rather than all at once.
Project A temporary endeavor undertaken to create a unique product, service,
or result.

12
Bridgewater State University Project Request and Approval Process
Information Technology Division

Project Life Cycle The sequential phases through which a project passes. These phases
contain all of the events, from beginning to end, necessary to complete
the project. The generic project phases are
 Initiation – Here the need is examined, high level requirements
are developed, solution alternatives are assessed, the project
scope is stated and feasibility is examined.
 Planning– Here the concept is verified and developed into a
workable plan for implementation of the solution.
 Execution – Here the project work is undertaken to produce
the project's deliverables and deliver them to the customer.
 Closeout – Here is where all remaining project activity required
to close the project is completed, e.g., final review, lessons
learned, etc.

Project Management The planning, monitoring and control of all aspects of a project in order
to achieve the project objective with respect to specified cost, quality
and performance.

Project Management The organizational entity charged with providing a focal point for the
Office (PMO) discipline of project management.

Project Manager The individual assigned by the organization who will be responsible for
achieving the project objectives.

Project Objective A predetermined result toward which effort is directed. A concrete

statement describing what the project is trying to achieve. An objective
should be written at a low level so that it can be evaluated at the
conclusion of a project to see whether it was achieved or not. A well-
worded objective will be Specific, Measurable, Attainable/Achievable,
Realistic and Time bound (SMART).

Project Plan An approved document used to manage and control the project work
that includes a detailed schedule.

Project Review An evaluation of project results.

Project Sponsor The person who can secure any necessary funds for the project and
settle policy issues as they arise.

Requirements Description of desired results. A negotiated set of measurable

customer wants and needs. Requirements should be distinguished as
“must haves” and “nice to haves”.

Risk The likelihood of an undesirable outcome.

Schedule Planned dates for starting and completing activities and milestones. A
detailed schedule shows the timing and sequence of tasks within a

13
Bridgewater State University Project Request and Approval Process
Information Technology Division

project, as well as the project duration.

Scope The deliverables that will be produced by the project. Scope describes
the boundaries of the project in terms of what will, and will not, be
produced.

Stakeholder A person or organization that is actively involved in the project, or

whose interests may be positively or negatively impacted by the
project, or who might exert influence over the project.
Statement of Work A detailed narrative description of the work to be performed. The
(SOW) SOW includes:
 Project Overview
 Scope (Deliverables)
 Estimates (Effort/Cost/Timeline)
 Assumptions
 Risks
 Approvals

Task A well-defined unit of work that has entrance criteria (pre-conditions)

and completion criteria (post-conditions).

Timeline A schedule showing key dates and planned events. A high level
schedule.

Work Breakdown A deliverable-orientated hierarchical decomposition of the work to be

Structure (WBS) completed on a project.

14
 Bridgewater State University Project Request and Approval Process
Information Technology Division

APPENDIX B: STRATEGIC PROJECT SCORING MODEL

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Multiple strategic goals
(+5)

What strategic Single goal - high priority

Strategic goal goal(s) does this (+3)
1.5
(7.5) project
Single goal - without high
support?
priority (+1)
No strategic goal supported
(0)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Required for to sustain
college operations (+5)

Required to reduce risk (+3)

Required Is this project
1.5
(7.5) required?
Required to reduce
institutional cost (+1)

Not Required (0)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Required in less than 12
months (+5)

Required in 12-18 months

Is the project (+3)
Flexibility
1.5 timeline
(7.5)
flexible? Required in 19-24 months
(+1)

No deadline (0)

15
 Bridgewater State University Project Request and Approval Process
Information Technology Division

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Urgent for Campus (+5)

Pressing need for Campus

Need for the Is this an urgent (+4)
institution 1.5 need for the
(7.5) institution? Urgent for a college or
department (+3)

Pressing need for a college

or department (+1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Reduce head count/systems
(+5)
What is the
Staff or system Addresses staff or system
effect on staff
reduction 1.5 redundancy (+3)
or systems
(7.5)
reduction?
Additional staff/systems
needed for support (-2)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

BSC and Beyond (+5)

BSC (+4)
Customer base What users will
1 Large subset of BSC (+3)
(5) be impacted?
Subset of BSC (+2)
Small subset of BSC (+1)

16
 Bridgewater State University Project Request and Approval Process
Information Technology Division

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Does it improve Improvement for user and
the ability of a provider (+5)
Increases
user/provider Improvement for user or
effectiveness 1
to perform a provider (+3)
(5)
business No improvement for user or
function? provider (-1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Completely inadequate/end
of life (+5)
What is the
Current State Functioning, but close to
1 state of the
(5) end of life (+3)
current system?
Functioning, but could be
enhanced (+1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Less than $25,000 (+5)
What will the $25,001-50,000 (+4)
Cost
1 project cost to $50,001-150,000 (+3)
(5)
implement? $150,001-500,000 (+2)
More than $500,000 (+1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Will pay for itself and
Operational generate cash (+5)
Is there a
Cost 1 Implemented to avoid cash
positive ROI?
(5) expenditure (+3)
No effect (0)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Is there Yes (+5)
Project Success likelihood that Maybe with a champion(+3)
1
(5) this project will No, too many things could
be a success? go wrong (-5)

17
 Bridgewater State University Project Request and Approval Process
Information Technology Division

APPENDIX C: OPERATIONAL PROJECT SCORING MODEL

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

YES (+5)

Do IT Staff have No (0)

the requisite
Expertise (7.5) 1.5
expertise to
implement? Training needed (-5)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Required to sustain
department operations (+5)

Required to reduce risk (+3)

Required Is this project
1.5
(7.5) required?
Required to reduce
departmental cost (+1)

Not Required (0)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Required in less than 3
months (+5)

Is the project Required in 3-6 months (+3)

Flexibility 1.5 timeline
flexible? Required in 6-12 months
(+1)

No deadline (0)

18
 Bridgewater State University Project Request and Approval Process
Information Technology Division

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Urgent (+5)

Is this an urgent Pressing need (+4)

Need for the need for the
1.5
system (7.5) requesting
department? Nice to have (0)

Not required (-3)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Improves staff efficiency
(+5)
What is the
Staff or system effect on staff No effect (0)
1
reduction (5) or systems
reduction?
Additional staff/systems
needed for support (-2)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

All BSC Students (+5)
Large subset of BSC
Customer base What users will students (+3)
1
(5) be impacted? BSC staff (+3)

Subset of BSC Staff (+2)

Department only (+1)

19
 Bridgewater State University Project Request and Approval Process
Information Technology Division

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Improvement for user and
Does it improve provider (+5)
Increases the ability of a
Improvement for user or
effectiveness 1.5 user/provider
provider (+3)
(5) to perform a
task? No improvement for user or
provider (-1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Completely inadequate/end
of life (+5)
What is the
Current State Functioning, but close to
1 state of the
(5) end of life (+3)
current system?
Functioning, but could be
enhanced (+1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Less than 7.5 (+5)
How many Less than 15 (+4)
hours are
Resources (5) 1 Less than 22.5 (+3)
needed to
implement? Less than 37.5 (+2)
More than 37.5 (+1)

Strategic Weight Criterion Scoring Condition Sub-Score Total Score

Will pay for itself and
generate cash (+5)
Is there a
integration 1 Implemented to avoid cash
positive ROI?
expenditure (+3)
No effect (0)

20
Bridgewater State University Project Request and Approval Process
Information Technology Division

APPENDIX D: PROJECT REQUEST FORM FOR IT LIASONS

BSU IT SharePoint site/IT Consulting & Projects/Forms/Project Request Form
(https://my.bridgew.edu/departments/ITProjectManagementOffice/Lists/Project%20Request%20Form/NewForm.aspx
?RootFolder=)

Please complete the form on-line. Below is a sample.

Project Name

Driving Student Achievement and Faculty Effectiveness with Mobile Application Services

Brief Overview of the Project Work

This project is to provide students and faculty with access to mobile applications vital to their
success – any time, any place, on any device.

We are working with DUBLabs, a mobile app developer who specializes in higher education
solutions for Apple iOS, Android, Windows Mobile, and Blackberry smartphones/tablets, to
implement the DUBLabs Mobile Application Services platform and application suite.

Justification Statement for the Project Request

This project is strategically important as it will help the institution advance the “Teaching and
Learning Relationships” goal to “Maximize the intensity, diversity and richness of teaching and
learning relationships forged between faculty, students and members of the broader community”
and drive student achievement/faculty effectiveness.

Goals and Objectives

 Provide students and faculty access to mobile applications (Banner, Moodle, and TBD)
on Apple iOS, Android, Windows Mobile, and Blackberry platforms.

Project Sponsor

Pat Cronin, Vice President of Information Technology

Project Scope

This project includes – Implementation of DUBLabs mobile application services with assistance
from DUBLabs per the DUBLabs “Proposal for Mobile Application Services” statement of work
dated April 9, 2013 (attached).

Included in the scope is configuration of the Self-Service (S3) Cloud based Portal to manage
content and features, publishing of a Bridgewater State University mobile application to the
Apple, Android, Windows, and Blackberry storefronts, and implementation of an in-house
hosted Integration Server to provide access to Banner, Moodle, and other applications/services.

This project excludes – Customizing existing applications/services to meet the needs of the
mobile application platform beyond those customizations provided by DUBLabs.

21
Bridgewater State University Project Request and Approval Process
Information Technology Division

Stakeholder Roles, Responsibilities, and Involvement

Stakeholders Responsibility
Pat Cronin Project Sponsor
Ray Lefebvre Project Manager / Banner Integration
Tom Groh Project Management Oversight
Tim Wenson Moodle Integration
Jim Govoni Networking
Jennifer LaVoie Systems
Eileen O’Sullivan Web Services
Trish Jones Support Services
Steve Zuromski Infrastructure Services

Estimated Cost

Funding Source

22