IT project management at UQ

These pages are a guide for any UQ staff members responsible for the delivery of IT projects, or the IT component of a broader project. The pages are divided into the Project Management Body of Knowledge process areas, with information and links to resources specific to UQ and appropriate to each process. Not all projects will require all of the resources provided; appropriate resources to employ should be determined by the size and scope of each project.

1. Initiation

IT Projects at UQ are initiated and managed in accordance with the IT Project Management Framework.

Key documents: IT project management framework (DOCX, 732.4 KB), project proposal- request for solution (DOCX, 130KB) (staff login required) (DOCX, 187 KB), business case (DOCX, 97.3 KB), cyber security checklist, low risk license review checklist.

Low Risk License Review checklist: On the linked page go to Guidance + the checklist is at the bottom of the table;

Cyber Security checklist: On the linked page go to Sourcing + the checklist is at the bottom of the table;

Project Initiation

Projects at UQ involving information technology (IT) are reviewed by the IT Project Approval Board (PAB) for strategic alignment, feasibility and risk. Following PAB review, the initiative may also be referred for data scoping, cyber security assessment, and/or to the Technical Advisory Group (TAG) for subject matter expert review.

Project Approval Board information and Terms of Reference are available on the ITGC sub-committee webpage

IT Project Approval Board

What you need to do

For projects initiated within faculties, divisions and institutes, your Relationship Manager or local IT Manager will assist. The projects with IT requirements webpage provides further information. ITS staff should speak with their Associate or Deputy Director.

You will need to complete and submit an initiation document:

for medium and large projects a business case (DOCX, 97.3 KB) is recommended.
for small projects a project proposal - request for solution (DOCX, 130KB) (staff login required) (DOCX, 187 KB) is suitable.
If you have identified a product/solution, you may need to complete a cyber security checklist, and a low risk license review.

The following guide to project size is taken from the IT Project Management Framework. It is recommended that where one criteria falls into a larger project size, the project should be considered to be the size of the larger project.

Criteria	Small project	Medium project	Large project
Enterprise risk level	Low	Medium	High/Extreme
Business unit involvement	Contained within a business unit	Spans 2 business units	Spans multiple business units
Estimated project duration	Between 3 and 6 months	Between 4 and 12 months	Greater than 12 months
Technical complexity	Low technical and business complexity	Moderate technical and business complexity	High technical and business complexity
Scope impact	Minimal changes to processes and procedures	Change to one or more processes or procedures affecting a small group/cohort	Significant change to one or more common processes or procedures impacting a broad group or multiple groups
Project budget	Less than $100K	$100K–$500K	More than $500K

Submissions

Initation documents are submitted via the online PAB Submission form. Once submitted, the key contact will receive an invitation to meet to clarify any of the provided information.
The submission will then be initially reviewed at the UQ IT Project Advisory Board (PAB) and depending on the complexity, may be referred for data scoping, cyber security assessment, and/or to the Technical Advisory Group (TAG) for subject matter expert review.
Submission owners will be engaged throughout the process.
Where a proposal is reviewed by TAG, outcomes will be provided to the submission owner for further action or progression to final approval at PAB.
Submission outcomes will be communicated via email to the key contact at the earliest possible time.

The Project Advisory Board sits every Thursday at 10am. The Technical Advisory Group sits every Tuesday at 1pm. For enquiries contact pab@its.uq.edu.au.

IT project management at UQ - Induction for UQ staff

UQ staff managing projects with IT components are encouraged to attend this session outlining IT project delivery requirements as specified in the ITS Project Management Framework. Available for enrolment on Workday.

Project management framework

The IT Project Management Framework (DOCX, 732.4 KB) provides detailed information about governance requirements and control points throughout IT projects at UQ. This document aligns with the Project Governance and Management Framework, established to ensure effective and efficient governance and management of the overall portfolio of projects and programs at UQ.

Project management community engagement

Project managers are invited to attend the Project Management Community of Practice and the Project Management Forum.

Project management community engagement

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