This matrix outlines activities to be conducted for projects of varying sizes and whether those activities are required or optional. If OSU has tools or templates to help with particular tasks, the tools are listed. Please note that requirement is to perform the listed activity, not for the use of the tool or template.
Activity | Small | Medium | Large | OSU Tools Available |
Planning | ||||
Provide a clear statement of the problem/opportunity and the solution (project outcome) | Required | Required | Required | PDS |
Develop clear business justification | Optional | Optional | Required | PDS |
Ensure project is consistent with direction/priorities in the Strategic Plan | Optional | Optional | Required | PDS |
Prepare budget and review with funding approval authority, if applicable | Optional | Required | Required | |
Document deliverables and significant milestones | Optional | Required | Required | PDS |
Identify and confirm sponsorship | Optional | Optional | Required | PDS |
Identify customers, users, and stakeholders | Required | Required | Required | PDS |
Identify related projects/affected systems | Required | Required | Required | |
Identify high-level project risks | Optional | Optional | Required | PDS |
Define project measures of success | Optional | Optional | Optional | PDS |
Develop high level project effort estimate and schedule | Required | Required | Required | PDS |
Identify completion criteria | Required | Required | Required | PDS |
Identify the project team | Optional | Required | Required | PDS |
Define roles and responsibilities | Optional | Optional | Required | |
Determine communications requirements and approach | Optional | Optional | Required | Simple Communication Plan, Support and Communcation Planning |
Develop and validate requirements/specifications | Required | Required | Required | |
Executing | ||||
Identify task sequence and dependencies | Required | Required | Required | |
Estimate work effort (detailed) | Optional | Required | Required | |
Ensure time tracking procedures have been established, if needed | Optional | Optional | Optional | |
Identify, analyze and respond to risk | Required | Required | Required | |
Manage project issues | Required | Required | Required | |
Establish process to manage project change (requirements, schedule, etc) | Optional | Required | Required | |
Distribute status updates | Optional | Optional | Required |
Update emails |
Manage schedule conflicts and resource issues | Required | Required | Required | |
Conduct milestone/deliverable reviews, as appropriate | Optional | Optional | Required | IT project web page, Project Presentation Template |
Manage vendor relationship, if applicable | Required | Required | Required | |
Manage vendor contract terms, if applicable | Required | Required | Required | |
Develop test plan | Optional | Required | Required | |
Create user and support documentation and procedures | Optional | Required | Required | Support and Communcation Planning |
Determine training and rollout approach, if applicable | Optional | Required | Required | Support and Communcation Planning |
Measure and monitor cost progress against the budget | Optional | Required | Required | |
Ensure deliverables are accepted | Required | Required | Required | |
Closing | ||||
Close out vendor contracts, if applicable | Required | Required | Required | |
Capture lessons learned | Optional | Required | Required | |
Complete post project survey | Optional | Optional | Required | Retrospective Survey Questions |
Prepare final summary report | Optional | Optional | Required | |
Celebrate project success | Optional | Optional | Optional |