Developing a Technology Project in Student Affairs

1. Developing a Technology Project in Student Affairs A Guide to the Process Paul Schantz November, 2010

2. The Initial Idea • Project Owner who wishes to launch a project identifies the need and develops the initial vision statement and desired outcomes • Project Owner and Director of Student Affairs IT then schedule a meeting to discuss the collaborative project they envision and determine if the project is feasible and merits serious consideration for development • Project Owner and Director of Student Affairs IT set up an exploratory meeting with potential team participants to develop a formal project proposal

3. The Project Exploration Meeting • During the initial team meeting participants will develop: • A vision statement that will guide the development process; • The goals of the project, including a preliminary list of deliverables and outcomes to be expected (should the project be funded and implemented); • A preliminary analysis of the resources needed, including a budget and estimate of the time commitment on the part of project owner, technical support team, content developers, etc. • Review team membership to ensure that the team has the expertise necessary to complete all phases of the project

4. Project Approval • The Project Owner and Director of Student Affairs IT will develop a formal project proposal which includes the vision, goals, resource implications and outcomes that can be expected and forward it to the Associate Vice President for Student Access and Support Services. • The Associate Vice President for Student Access and Support Services will engage in an initial review of the proposal and then forward it to the Vice President of Student Affairs for approval.

5. Project kickoff meeting • During the project kickoff meeting, team members will: • Clarify team member roles and responsibilities. The role of the Project Owner, who is either the Director or their designee, will be differentiated from the role of the Technical Project Manager, who is either the Director of Student Affairs IT or their designee. • finalize the project scope and deliverables; • develop a preliminary timeline; • review resource requirements; • review operational and technical requirements including accessibility, testing, usability, communication, assessment, and clarify the roles of technical and content team members.

6. Regular status meetings • During regularly scheduled status meetings, team members led by the Project Owner and Technical Project Manager (or designees) will: • Review tasks assigned and their completion status; • Solicit feedback on problems and make necessary adjustments; and • Adjust the timeline as necessary… …because sometimes other things come up that have to take priority.

7. The Project Launch • Just prior to the project launch, any marketing associated with the project will commence and measures to assess satisfaction and efficacy will be established. • In many cases, the project launch is just the beginning, as there may be multiple phases which integrate additional content or functionality into the product. • Launches will occur during SAIT’s regular release schedule • Wednesday evenings from 10:00 – midnight • Moratorium one week prior to launch (built into project plan)

8. Why Pmm? • Sets expectations • Flexible • The rewards of good software development • Predictability • Repeatability It models a partnership with our customers that will really pay off.

9. Questions? Paul Schantz paul.schantz@csun.edu 818.677.3839