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Policy Title: Project Governance and Development Policy ID: IT-6 Origination Date: Sep 12, 2014 Update Date: Sep 30, 2014 IT6-1 Policy It is the policy of Ogden City IT to develop technology projects in a uniform, timely, and cost effective way and consistent with approved City policies and City technology governance. IT6-2 Policy Purpose To assure that each project is initiated, scoped, scheduled, developed, and managed in a uniform way that promotes order, implements each project according to its proposed schedule, makes prudent use of I.T. resources, and provides a quality product to the user. This policy supplements City Policy 1400 and the City Standards and Operational Protocol document which contains additional details regarding City and project governance. IT6-3 Evidence of Compliance Projects that are implemented on time and within budget and without complaints from users, and a happy I.T. staff that feels good about the service and product they provide. IT6-4 Policy Procedures 1. Technology projects are submitted annually for the next fiscal year according to the Annual Project Submission Schedule. Minimal urgent intra-year projects may be submitted anytime. All project submissions follow approved City policies and technology governance procedures. 2. Projects will be maintained, reported, and tasks assigned to support staff within TrackIT. 3. Projects may be managed in Microsoft Projects. 4. I.T. supervisory staff are responsible for knowing the availability of their staff resources and for communicating requests for work to them. 5. All I.T. staff are responsible to provide reasonable time estimates in hours for requested tasks. They are also responsible to provide reasonable date estimates when requested by their supervisor. I.T. staff is expected to spend adequate time in arriving at such estimates and should include this time as time devoted to project work. 6. Technology projects are categorized as follows a. Project - $5,000 or more in cost and/or 30 or more hours of I.T. staff time b. Small Project - $500 to $4,999 in cost and/or 4 to 29 hours of I.T. staff time. c. Non Project - $0 to $499 in cost and less than 4 hours of I.T. staff time. 7. I.T. Staff shall adhere to the following project development process. a. Users initiate technology project requests by consulting their CAC. ---PAGE BREAK--- b. The CAC creates a project request and submits it to IT management for review. (Annual project submissions are submitted according to the Annual Project Submission Schedule as described in the Technology Standards and Operational Protocol document. Minimal urgent intra-year submissions are submitted at any time). c. The IT division manager submits each project request to the Projects Review Committee (PRC) for scoring. d. The PRC submits scored projects to the I.T. Steering Committee (ITSC) for approval consideration. The project score becomes its priority. e. The ITSC considers each project for approval and may adjust project priority. f. The I.T. Manager notifies CACs regarding approved projects within 24 hours of approval. g. Small Projects are requested as per above and are approved and scored by the Management Services Director, the Projects Review Committee Chairperson, and the I.T. Manager. h. Approved projects are scoped according to priority and as part of the scoping process CACs perform the following. i. CACs meet with selected I.T. staff to determine the level of support needed in a project and to secure time estimates in hours for specifically outlined tasks. Add who determines resource ii. CACs meet with I.T. supervisory staff to secure available dates for required project support resources. iii. CACs develop a project scope using the secured hours and availability of I.T. resources and submit the scope to the I.T. Manager and then to user stakeholders for approval. iv. By virtue of a project scope being approved, the project becomes scheduled. The I.T. Manager shall maintain a current list of technology projects including estimated dates and timeline. i. The I.T. Manager shall return approved project scopes to CAC staff within 24 hours of signature. j. The CAC manages the project development under the direction of the requesting user and performs thorough testing on the project before turning work over to the user as a finished product. The user is given an opportunity to test the product before final acceptance to ensure it meets the acceptance criterion specifications in the project scope document. k. During project development, the CAC meets as needed with the project team to discuss project needs and schedule. l. Upon user acceptance user stakeholders and I.T. sign the project completion document. m. The CAC will record actual time and costs expended on projects in the scope document. This data is important for future project budgeting and estimation purposes. n. The CAC coordinates compilation of documentation throughout the process, publishes it in a professional manner for both the IT division and the requesting department, and logs it appropriately. 8. Projects shall not begin execution until the project scope is approved and scheduled. 9. I.T. supervisory staff shall include discussions of projects assigned to their areas in their regular stand up meetings and shall invite CAC and/or other I.T. staff as needed. 10. The CAC Supervisor and Operations Supervisor shall meet regularly to resolve project scheduling, resource, and other issues. 11. Project schedules shall be reviewed weekly by I.T. management. ---PAGE BREAK--- 12. CACs shall provide continuing education to users regarding City technology governance and project development governance. IT6-5 Enforcement: Any employee found to have violated this policy may be subject to disciplinary action up to and including termination of employment.