Critical Elements of Project Related Data

 About

TDX has a number of delivered data elements that drive functionality within TDX, as well as reporting that is shared with university leadership.  This article provides definition around those data elements and their usage.

 Audience

• Staff (Division of IT)

 Details  

Portfolio

• Portfolios are collections of programs and projects with similar goals, often aligned with broad strategic objects or aligned with divisions within the organization
• There are currently 11 defined portfolios used by the Division of IT, largely organized by division or reporting unit data out of HRIS
• This data element drives reporting and provides additional visibility to projects under these portfolios, inside and outside of TDX

Program

• Programs are collections of projects with similar goals, however, they may have different resource and timeline requirements
• New Programs are created by the PMO to assist the management of groups of projects
• This data element drives reporting and provides additional visibility to projects under these programs, inside and outside of TDX

Type

• Small/Unit are projects with direct costs under $10,000 that require less than 80 hours of IT labor to implement (all project users can create these)
• Large/Enterprise are projects with direct costs of $10,000 or greater &/or that require 80 hours or more of IT labor to implement and must go through Project Governance Group (PGG) approval process (only certain security roles are permitted to create these)
• Operational projects are for consolidating operational tasks and tickets, most commonly used to plan and manage operational work in a card wall environment (all project users can create these)​
• Roadmap are requests to be used for planning purposes only and will route through the required workflow once ready to be pursued (only certain security roles are permitted to create these)

Start and End Dates

• A date field to track when work has begun on a project and is expected to be completed (can be changed with approval from the Sponsor of the project)
• As projects are created, the initial start and end dates are captured as a separate field

Status Name

• Meta data associated with the management of a project
• New indicates project work has not begun
• In Process indicates project work is occurring
• On Hold indicates project work has paused
• Complete indicates project work has been met per the scope of the request
• Cancelled indicates an agreement to end a project without completing or delivering the work defined in the scope 

Health

• Meta data associated with the management of a project 
• All Large/Enterprise projects should contain Health, set by the Project Manager listed
• None indicates health has not been set or the project is New
• Green indicates the project is within budget, scope, and timeline
• Yellow indicates the project is not falling within 1 metric of budget, scope, resources, and timeline (requires attention to resolve metric of concern)
• Red indicates the project is not falling with 2 or more metrics of budget, scope, resources, and timeline (requires immediate attention to resolve critical issues)
• On Hold indicates the project Status Name has been set to On Hold

Percentage Complete

• An indication of completion of scoped work
• Large/Enterprise projects can be updated at any time, however, weekly standups have been developed to ensure compliance and alignment
• This data point is not connected to the plans or tasks associated with the project (that field is plan percent complete)

PGG Priority

• An alignment of project goals as defined by the Project Governance Group to assist in resource management

Executive Summary

• An overview of the project written by the PMO for the Project Governance Group's review (Large/Enterprise projects)

Classification, Implementation Approach, and Primary University and IT Strategic Objectives

• Meta data associated with reporting

Resources

• To add "people" or resources to tasks, they must be added to the project under the Resources menu, then they are selectable in the project plan section

 Notes

• For additional context, contact the PMO