Annual Project Review Process

For fiscal year 2015 (starting June 1, 2014), the Office of Information Technology will be implementing an Annual Project Review process to align IT resources more effectively with strategic institutional priorities and utilize IT resources most effectively and efficiently. In addition to this annual process, there will be regular meetings with the leadership of each SJU Business Unit. These will be scheduled through the Project Management Office (PMO) and will be used to discuss scheduled, deferred or cancelled projects.

Submitting a project in the prescribed solicitation window will be the best route to project approval, and ultimately, completing the project when originally anticipated.

The exact dates below are estimates and will be adjusted for each calendar year.

Project Solicitation: December 1, 2013 – January 15, 2014

During this time, any projects for the next fiscal year (i.e. projects with a target completion date after June 1) should be submitted through the online Project Management Tool.

PMO Review: January 15 – February 15, 2014

The PMO will conduct individual reviews in this window. This review will ensure that all essential business requirements are collected and fully defined. Projects that involve only one resource will be forwarded to the appropriate Unit Manager for feasibility evaluation and estimated development days.

Unit Review: February 18, 2014

In this step, Unit Managers will review all cross‐divisional projects in a day‐long event. A final list will be compiled for the Information Technology Advisory Committee (ITAC) project review subcommittee, Enterprise Systems Advisory Council (ESAC), and full ITAC membership.

University Vetting: April 1‐May 15, 2014

The Information Technology Advisory Committee (ITAC) project review subcommittee, Enterprise Systems Advisory Council (ESAC), and ITAC will review the IT portfolio; provide feedback and guidance to ensure that the IT portfolio aligns with the strategic initiatives of the University.

FY 15 Begins: June 1, 2014

FY 15 IT projects are underway. Additional project submissions will be reviewed and business requirements gathered on a bimonthly basis. Additional project resources will be evaluated and advanced to IT unit managers for portfolio changes. IT advisory bodies will weigh into the vetting process for additional projects throughout the year.

Project requests should be funneled to the appropriate IT liaisons* for submission:
Advancement – Tamsin Burns
CAS – Anne Szewcyk
Enrollment Management – Bob McBride
Financial Affairs – Maryann Flynn
HSB – Peggy Allen
Human Resources – Matt Petitt
Student Life – Karla Castro
*The IT project management office is also available to assist with project submission.

annual review