• To enable project status, tracking and appropriate communication

Procedure:

1. Decide if your project meets the ETSS or PMO criteria.
• Submit an ETSS Project
• ETSS Project Criteria – A high water mark of any of the following:
• Effects more than two ETSS units
• In excess of five-thousand dollars
• Involves more than forty person hours to complete
• Requires resources from an area external to ETSS
• Submit an ETSS PMO Project
• PMO Grade Criteria – A high water mark of any of the following.
• In excess of 160 person hours
• If the project crosses departmental lines and impacts the subproject (secondary department) with a work package in excess of 8 hours
• Purchased goods in excess of $100,000.00 (hardware, software, and services)
• A Project that has the requirement of upstream reporting as deemed by your Director
• A project that expands into any of the above after initiation
2. If an ETSS Project:
• Submit request to ETSS Leadership to perform a project.
• Submit an ETSS Project
• The leadership team will decide about the project priority, approval and with a PMO assessment.
• If rejected, a reason for the denial will be provided to the submitter
• If accepted, the leadership team will notify the submitter of the approval with any associated details and assign a Project Manager (PM)
3. The PM will enter the project into the tool in minimal fashion
• At the time of this writing it is QuickBase
• Enter in the project name, PM, PM Manager, dates, project description, customer information, priority, and select the PMO box if it meets the criteria
4. The PM will gather their core team, meet, and come up with a:
• Milestone list
• Work Breakdown Structure (WBS)
• Critical Path Method (CPM)
• Pending the size and complexity of the project
• For assistance on the process, please refer to, "RMIS PROCESS" for additional tips, tools and tricks.
5. The PM now has more information to track their project and will enter this into the tool
   • The transference of a WBS/CPM is a simple matter with a CSV formatted file – tracking of additional information (risk, assumptions & constraints (A&C), etc) is up to the PM. The WBS/CPM can be created in QuickBase or another program and transferred into QuickBase via a CSV file.
6. If Subprojects are required outside of ETSS, the PMO will need to be notified via email so that verification of those subprojects will take place via the PMO.
7. The projects will be updated before Tuesday noon for any reports needed
8. Periodic reviews will take place in various meetings and in the ETSS Managers meeting
9. As the project nears close out, the PM will get deliverables signed off by the customer. As the PMO becomes involved, customer surveys will be performed.
10. All project documentation will be placed on a shared drive for use as lessons learned.
11. Documentation examples, ie A&C, WBS, Issues Log, etc will be available via the PMO web site.