Index
A request to add a new project to the OIT Major Projects portfolio goes through a simple two step process:
Phase I
The new project request is submitted for review using the process described in the “Submitting a new project request” section below.. The request form collects a bare minimum of information necessary to determine if the project is worth looking at in greater detail. It is evaluated for completeness by the PPPS team and then added to the list of requests to be reviewed by the OIT Cabinet. The Cabinet meets once per month to review in-flight projects and new project requests.
Phase II
If the OIT Cabinet determines that the request is worthy of further review, the PPPS team will reach out to the appropriate staff to gather additional information. This information will include clear deliverables as well as likely costs and staff time needed to complete the project. Once the complete project details have been gathered and entered into the system, the project request will be put on the agenda for OIT Cabinet review at the next monthly meeting. The OIT Cabinet will determine if the project request should be converted to a portfolio project and scheduled for execution.
Next Steps
Step 1: Create the request
A new project request is submitted using an online form in the PPPS Client Portal. From the Client Portal Home page the form can be found by selecting ‘Services’ in the black menu bar near the top of the screen and then selecting ‘OIT Portfolio Project Request’. Click the large red “Submit Project Request” button on the right side of the screen to open the form. You will be asked to sign in using Shibboleth if you are not already signed in.
Note: The PPPS Client Portal Services page is supplemental and subordinate to the MyPackPortal and the IT Service Portal sites and is limited to services provided by the PPPS team.
Fill out the required fields on the form, along with as many of the optional fields as you can.
In the “Project Description” field, use the following format:
1-2 sentence summary of the project
Business Case:
Provide 1-2 sentences of why this project is valuable to the business
Scope:
Provide a few bullets each for in-scope and out-of-scope items to help clarify what is included in the project
Then click the red “Save” button at the top of the form. This will not submit the request! You are simply saving the request as a record in the system.
Step 2: Submitting the request
Review the information you created in step 1 above, and click the red “Mark Complete'' button at the top of the form. You will now see that the “General” item under Business Case on the left side of the screen is checked as complete.
Optional: Add any project risks you feel need to be addressed in the “Risk Register” section on the left side of the screen.
Click on the “Review and Submit” link on the left side of the screen under Business Case. Take a final look at the request to ensure that you are satisfied, and then click the red “Submit” button at the top of the form.
A pop-up window will appear asking you to confirm that you understand that after submission you will no longer be able to edit the request. Click “OK” to complete the submission.
You have now successfully submitted your request! You may view the submitted request, return to the services page, or view a list of other project requests that you have permission to view.