The University of Texas Pan American. Submitting a Project Proposal for UTPA Employees V2.0
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1 The University f Texas Pan American Submitting a Prject Prpsal fr UTPA Emplyees V2.0
2 Requesting Access t the Prject Prtfli Management tl (Inntas) Step Actin 1 the Prject Management Office at pm@utpa.edu requesting access t submit a prject prpsal. *Persn requesting access must be a fulltime UTPA emplyee. PMO will nt give part time emplyees r student wrkers access t the system. 2 Prject Management will submit an Access Administratin Request fr Access Frm n yur behalf. Please use the fllwing instructins t cmplete this prcess. Resurce Access Request Applicatin 3 An cnfirming yur access will be sent frm ACCESSADMIN@utpa.edu Manual: Submit a Prject Prpsal 1
3 Lgging int the Prject Prtfli Management tl (Inntas) Lgging In Step Actin 1 Open a brwser and enter this URL: 2 Enter yur UTPA credentials. Manual: Submit a Prject Prpsal 2
4 Creating a Prject Prpsal The purpse f creating a prject prpsal is fr the Prject Management Office t assist in crdinating requesting departments with apprpriate Infrmatin Technlgy resurces. A prject is defined as: An initiative that prvides infrmatin resurces technlgies and creates prducts, services, r results within r amng elements f the University; and, is characterized by well-defined parameters, specific bjectives, cmmn benefits, planned activities, a scheduled cmpletin date, an established budget with a specified surce f funding and requires mre than 40 hurs f effrt. Prcedure Fllw these steps t create a new Prject Prpsal. Step Actin 1 Navigate t Requests 2 Click n the Create Request n the left windw 3 Select the Prject PROPOSAL Frm Request and Click GO 3 Read and Click Next t cntinue. Manual: Submit a Prject Prpsal 3
5 4 Cmplete the required fields. Title Name f prpsed prject. Requestr s Name Enter yur name. Requestr s Enter yur UTPA address. Department Using the drpdwn list, lcate yur department. Spnsr (Divisinal VP) Enter the Vice President s name fr the divisin. What is the business issue this prject will slve? Explain the current business issue that this prject will address. Anticipated Outcmes List what yu expect t gain frm this prject. Recmmendatin t slve the issue What is yur recmmendatin t slve the issue and gain the anticipated utcmes? Justificatin Why d we need this prject? Prject Scpe Explain the wrk that needs t be accmplished t deliver this prject. Data What type f data will either be stred r passed thrugh the systems invlved in yur prject? Will any type f HIPAA, FERPA r ther such data pass thrugh r be stred in the systems invlved in yur prject? Tls/Applicatins Are yu aware f any existing tls r sftware applicatins that may meet yur needs? Discretinary r Mandatry? Discretinary-a prject initiated by the department. Mandatry-a prject that is mandated by state r federal gvernment, r UT System Pririty Immediate High Medium Lw Desired Start Date Enter the date yu wuld like this prject t start. Desired Cmpletin Date Enter the date yu wuld like this prject t g live. Flexibility-Explain why this prject shuld be given pririty If yur prject is n a shrt time frame and the PMO receives yur prject t clse t the deadline, it culd mean yur prject will either miss the deadline r negatively affect ther prjects. If yur timeline is inflexible r yu require the prject t be cmpleted in a shrt perid f time, please explain why yur prject shuld be given pririty. Manual: Submit a Prject Prpsal 4
6 What percentage f the student ppulatin will be impacted by this prject? Chse frm: 100% students 75% students 50% students 25% students N student impact What is the impact t the University? Chse frm: University wide Multiple divisin impact Single divisin impact Strategic Gal Alignment Chse frm: Aligns with multiple University gals Aligns with ne University gal Des nt align with a University gal The 6 University gals are: Prvide students a quality educatin that they cmplete in a timely fashin Identify and fcus n targeted research relevant t Suth Texas, emphasizing cllabrative partnerships and entrepreneurship. Enhance engagement with cmmunity cnstituents t meet challenges and maximize pprtunities. Cllabrate with primary, secndary, and pst-secndary schls t increase access, participatin and success in higher educatin. Leverage the University s brder lcatin as a gateway fr the Americas t initiate prjects infused with glbal perspectives. Optimize the effectiveness and efficiency, especially f prcesses that affect students, staff and faculty, cnsistent with high quality rganizatinal standards. Cmplexity Will the prject have any impact t current systems r prcesses? Chse frm: Impacts multiple systems r prcesses Impacts single system r prcess Minr impact t systems r prcesses Technical Risk Chse frm: Immature technlgy; lw skill level Immerging technlgy; nnstandard; lw skill level Mature technlgy; lw skill level Mature technlgy; high skill level Immature technlgy=newly created sftware/applicatins Emerging technlgy=sftware/applicatins that have been n the market fr a shrt perid f time Manual: Submit a Prject Prpsal 5
7 Mature technlgy=well knwn sftware/applicatins Lw skill level=utpa emplyees have little experience with prpsed sftware High skill level=utpa emplyees are highly experienced with prpsed sftware 5 Click Submit Manual: Submit a Prject Prpsal 6
8 FAQ s 1. What is the Prject Prtfli Management System (Inntas)? It is the nline system that allws the Prject Management ffice t: Electrnically receive View prject status and resurce capacity in real time. Define and schedule prject plans r interface with MS Prject t imprt/exprt prjects. Identify prjects that need attentin using health indicatrs. 2. What is cnsidered a prject? An initiative that prvides infrmatin resurces technlgies and creates prducts, services, r results within r amng elements f the University; and, is characterized by well-defined parameters, specific bjectives, cmmn benefits, planned activities, a scheduled cmpletin date, an established budget with a specified surce f funding and requires mre than 40 hurs f effrt. 3. What happens after I submit? The Prject Management Office (PMO) will request a meeting with the requester and the Infrmatin Technlgy crdinating department manager. All participants will review the prpsal, scre the prject and assist in identifying the prject manager, technical lead and functinal lead. The prpsal is sent t the divisinal Vice President fr apprval. 4. Hw d I knw if my prject has been apprved? The PMO will send the prpsed prject t the spnsr (divisinal vice president) fr apprval and priritizatin. The utcme will be cmmunicated t the requester and prject leads. The turnarund time fr apprval will depend hw sn the requester and IT crdinating department are able t review the prject prpsal after it s been submitted. 5. Wh will give me instructin/tasks/updates during the prject? The prject manager will review the prject plan with his/her team. Any questins can be directed at him/her r yu can the Prject Management Office at pm@utpa.edu. Manual: Submit a Prject Prpsal 7
9 Release Dates Date Descriptin Authr 5/20/2013 V1. Initial dcument Linda A. Mares 9/23/2013 V2. Inntas New Release Linda A. Mares Manual: Submit a Prject Prpsal 8
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