Technology Services Project Management Process

IT project governance is the framework within which projects are requested, selected, prioritized, and monitored.


The need for an increased technology infrastructure and application development together with requests for new projects frequently exceed available resources.  To manage resources efficiently and to ensure that important projects are accomplished in as timely a manner as possible, IT utilizes a project prioritization process to solicit input and establish project priorities for requested projects which are deemed to be of the greatest need to the District.  Projects are prioritized based on pre-agreed criteria, the focused commitment of resources to get projects done, the utilization of a collegial consultation model, and operational transparency.

Note: Users submitting IT project requests “SHOULD NOT” make any purchases of equipment or software related to the project request until they have received an official communication from the Chief Technology Officer that their project has been approved and is being scheduled.


The definition of a project is a temporary information technology endeavor that has a set of defined tasks and assigned resources, undertaken to develop a unique product, service or result that:

  • Establishes a new technology-based system or service
  • Facilitates a significant business process transformation using technology; or
  • Includes a major change in technology architecture or a system migration beyond that considered as general maintenance, enhancement, or refresh activity

At Imperial Valley College, a project typically performs one or more of these functions:

  • Implementation of a new system or service
  • Major Enhancements to an existing system or service
  • Improve business processes or introduce new ones
  • Build or enhance infrastructure
  • Upgrade enterprise applications

Some examples of work that are NOT projects:

  • Existing technology maintenance efforts
  • System administration
  • System operations
  • Break/fix activities
  • Customer support
  • Report requests

Activities undertaken in support of an existing product or service will not be defined as projects, so long as the bulk of the effort involves the continuation, with improvement, of the current product or service. For example, routine software upgrades or network component replacements are not projects, instead, fall under the “Service Request” category. Projects and operations differ primarily in that operations are ongoing and produce repetitive products, services, or results. Projects are temporary and end. Conversely, operations work is ongoing and sustains the organization over time. Operations work does not terminate when its current objectives are met but instead follows new directions to support the organization’s strategic plans.


  • Alignment of IT strategic planning with the overall IVC strategic plan.
  • Delivery of systems and services that are essential to the operation of the college.


Users who wish to request a project must be prepared to:

  • State the problem, issue, or opportunity this project addresses.
  • Describe at a high level what needs to be accomplished.
  • Describe the products, services, or processes that this project will create.
  • Identify the institutional goals that this project helps achieve.
  • Detail any technical or time constraints that project undertakers will face.
  • Detail the funding and resource requirements of the project and provide options to acquire said necessities.

Faculty & Staff members should work with their department leads prior to project request submission. Area administrators will be required to approve project requests prior to official consideration.


IT projects are classified as “Small,” “Medium,” “Large,” or as “Super Projects.”

  • Small Projects (1 – 3 weeks)
  • Medium Project (3 – 6 weeks)
  • Large Project (6 – 12 weeks)
  • Super Projects (12 weeks or more)

Projects are classified based on their complexity and resource requirements.  For example, a very complex project requiring all available resources (e.g., the implementation of an ERP module) will likely require 12+ weeks, whereas a much smaller project may take only 1 week. 


The IT Management Team then reviews the request for completeness, and forwards those that pass preliminary evaluation through the IT project governance process. If the request does not pass the preliminary evaluation, a member of the team will reach out to the requestor and provide the rationale for the outcome, so the requestor knows how best to proceed with future requests.


The following activities and deliverables are guidelines for any project that has been approved by our IT project governance process and added to the appropriate TDX Project Portfolio. By following the project life cycle, users can track the progress of projects, plan future stages of project development and ensure greater accountability throughout the project life cycle.

The step “Evaluate the Proposal and Prioritize” is defined in the IT Project Management Initiation and Approval Workflow article.

See also the IT Project Management Phase Definitions and the IT Project Management Phases Checklist articles for a description of the steps completed and the deliverables achieved in each phase.


Article ID: 143328
Mon 5/16/22 1:34 PM
Fri 10/28/22 5:11 PM

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The initiation and approval workflow as attached and automated in Team Dynamix to the IT Project Proposal Form.