Effective project management is essential for UITS to achieve realize our strategy and achieve our goals. A well-defined project process serves as a roadmap, guiding teams through the various stages and activities required to accomplish project objectives efficiently and with precision.
The project process encompasses a series of steps that ensure clarity, collaboration, and control from project initiation to its completion. It brings together key stakeholders, resources, and activities in a structured manner, enabling you to plan, execute, and monitor your work effectively.
At the heart of our project process lies the recognition that every project is unique and requires a tailored approach. While the specifics and tasks may vary depending on the nature of the project, a five-core phase approach remains consistent. These are Initiation, Planning, Execution, Monitoring and Control, and Closing.
As part of our project management process, PMO templates serve as essential tools to drive consistency, clarity, and efficiency across all project phases. These standardized templates support effective planning, tracking, communication, and reporting, ensuring alignment with organizational goals and stakeholder expectations. You can access our UITS-PMO Template repository linked here.
Project Phases:
Phase One: Project Initiation
During the Project Request phase, the need for a project is identified and sufficient information is gathered to enable the Project Review Board to evaluate the request for PMO involvement. An important aspect of this evaluation is to understand the value to UMass of the project.
Phase Two: Project Planning
The phase of Project Discovery is where we define the project scope, objectives, and deliverables of the project. This is the crucial stage where we identify key stakeholders, establish clear communication channels, and assess the project's feasibility and potential risks. By engaging stakeholders early on, we ensure that their input and expectations are aligned with the project's overall direction.
Phase Three: Project Execution
The Project Execution is unique for each project. While the previous two phases have a defined workflow, the nature of “no 2 projects are the same” means that this is the phase with the most amount of diversity in approach.
This phase could potentially be divided into two sub-phases: Project plan & solution development. We start this phase by creating a detailed project plan, outlining the tasks, timelines, resource allocation, and dependencies. It is during planning that we define milestones, establish project controls, and develop a comprehensive risk management strategy. A well-crafted project plan sets the foundation for efficient execution and serves as a reference point throughout the project lifecycle.
Once the planning is complete, the project moves into development. Here, teams implement the project plan by carrying out the assigned tasks, collaborating with stakeholders, and managing resources effectively. Regular communication and coordination among team members are vital to ensure smooth progress and address any emerging issues promptly.
This phase involves tracking project performance against the established plan, identifying deviations, and taking corrective actions as necessary. Regular progress reports, status meetings, and performance metrics help to keep the project on track and allow for informed decision-making. This phase ensures that the project remains aligned with its objectives and allows for timely adjustments when needed.
Phase Four: Monitoring & Controlling
The Solution Release phase could also be divided into two sub-phases as no solution should be released into a live production environment without the release being planned and fully tested prior to the actual release. This phase signifies the completion of the project. It involves planning a release deployment in conjunction with the customer; testing the updated product, training support teams and users, and then the actual deployment of the product into the live production environment for release to the users for use.
The release of the project product may happen at the end of the entire project, or may happen at periodic stages throughout the project at key stages in the development process. The timing and format of the release schedule will be agreed during Project Discovery when the management methodology of the project is decided upon.
The project doesn’t just end after the solution has been released; a thorough project review is conducted, documenting lessons learned, and celebrating achievements. This phase ensures a smooth transition from project work to live operations while capturing valuable insights for future projects.
Phase Five: Project Closure
The project closure phase marks the formal end of a project and ensures a seamless transition from project execution to ongoing operations. During this phase, the team conducts a comprehensive review of the project’s performance, focusing on documenting lessons learned and celebrating achievements. A project retrospective is held with the project team, stakeholders, and vendors to reflect on successes and identify areas for improvement, particularly in change management. Additionally, the PMO team hosts its own retrospective to evaluate project execution and collaboration practices.
Administrative tasks are also completed to finalize the project. This includes formally setting the project status as Closed for reporting. By wrapping up all outstanding items and preserving institutional knowledge, the closure phase helps ensure that future projects benefit from the insights and experiences gained.
Throughout our project process, we emphasize collaboration, transparency, and continuous improvement. We encourage open communication, knowledge sharing, and feedback loops to foster a culture of learning and innovation. By following a structured and adaptable project process, we aim to deliver successful projects that exceed expectations and drive organizational success.
Thank you for joining us on this journey through our project process. Let's embark together on a path of efficiency, collaboration, and achievement as we strive to create remarkable outcomes for our organization and stakeholders.