The planning process follows the schedule below, using the forms provided within the OIT Project Planning & Management framework.

October

• Directors will discuss with unit managers the strategic objectives that will provide project opportunities for next fiscal year.
• Each unit will submit initiatives with order of magnitude budget for review by Senior Staff. Required: Project Initiative Form Due by November 1

November

• Senior Staff will review submitted initiatives to make certain each support OIT's goals and objectives. Due by November 15
• Senior Staff will provide feedback to unit managers regarding initiatives that were approved or rejected; and send mail to OIT-Management team regarding all approved OIT initiatives. Due by December 1

December

• Quarterly review of Pending and Active projects; debriefing for those Completed since last quarterly review. Required: Quarterly Update Form, Project Debriefing Form Due by January 2

January

• Directors and unit managers will submit proposals (descriptions and estimated budgets) for proposed projects that tie to the approved initiatives. Required: Project Description Form, Project Financial Form Due by February 1

February

• Directors and OIT Finance Director will identify status of ongoing projects/funding. These are the projects that will cross fiscal year boundaries, extending into next fiscal year. Due by February 15
• Senior Staff will prioritize proposals based on project descriptions and estimated budgets and provide feedback to unit managers and OIT Management. Due by March 1

March

• Quarterly review of Pending and Active projects; debriefing for those Completed since last quarterly review. Required: Quarterly Update Form, Project Debriefing Form Due by April 1

April

• Directors and project owners will develop a High Level project plan, including major milestones for the coming year, for those high priority proposals. Required: High Level Summary (1^st tab) from Project Tracking Template Due by April 15

May

• Senior Staff will review plans and award approvals. Due by May 15
• Policy and Planning will compile the approved plans into the OIT Project Portfolio for the coming fiscal year. Due by June 1

June

• Policy and Planning will create two reports that describe the Project Portfolio for the new fiscal year. Due by July 1
  • Project Portfolio Campus Report -- will describe the costs and benefits of the new projects in terms of the services as experienced by the campus community.
  • Project Portfolio Technical Report -- will summarize the projects in terms of technical implementation and budget.
• Quarterly review of Pending and Active projects; debriefing for those Completed since last quarterly review. Required: Quarterly Update Form, Project Debriefing Form Due by July 1

July

• New Fiscal Year -- Project plans go into effect.
• For Pending and Active projects carrying over from previous Fiscal Year, project managers will submit a summary of accomplishments, lessons learned and next steps. Required: Project Debriefing Form Due by July 15

Based on the Project Debriefings, Policy and Planning will record the status update to OIT Project Portfolio for previous fiscal year and create a summary report to accompany the Project Portfolio Technical Report. Due by August 1

August

• Policy and Planning will facilitate review of the annual planning process and provide recommendations to OIT Management Team. Due by September 1

September

• Policy and Planning will create a summary of accomplishments to accompany the Project Portfolio Campus Report for previous fiscal year. Due by September 15
• Quarterly review of projects that are Pending, Active, or Completed since last quarterly review. Required: Quarterly Update Form Due by October 1