IT Project Management Policy for UC Berkeley

As of January 2022, the content of these PM Policy pages is currently under review and subject to change. In the interim, this policy applies as written.

Purpose

The University of California – Berkeley is committed to continuously improving the delivery of campus information technology (IT) projects that are within budget and on schedule to serve the members of the campus community and achieve campus strategic goals. This policy is designed to help ensure that campus information technology (IT) projects meet these objectives by establishing a common and consistent set of project management best practices to reduce project risks and increase project successes.

Definition of a Project

The definition of a project for this policy is:

  • A temporary endeavor with a beginning and an end.
  • Creates or enhances a unique campus IT product or service or prepares members of the campus community for the shutdown of an existing IT service.
  • Is progressively elaborated – the project requirements, plans, and schedule become increasingly detailed over time as the project is better understood.
  • Requires the participation of four or more project team members for a duration of one month or greater.

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Project Conditions that Invoke the Application of the Policy

This policy applies to all UC Berkeley IT projects as defined above that meet any of the following conditions:

  • Has a project budget of $500,000 or more including campus staff expenses.
  • Requires an ongoing operational budget of $250,000 or more annually for the service(s) created by the project.
  • Has a 5-year lifecycle cost including both the project and ongoing operational expense that is estimated to be $1,500,000 or greater.
  • data.

Requirements of the Policy

If a campus project meets any of the conditions that invoke the policy, the project must utilize campus-approved project management practices including frameworks, roles, and documentation that are described in Appendix A - Approved Project Management Practices. Projects that are subject to the policy and have a budget of $500,000 or greater must also be managed by a professional project manager. Qualifications to be a professional project manager are described in Appendix B – Berkeley Professional Project Manager Requirements. The requirements to be a professional project manager apply whether the project manager is an employee of the University of California or an employee of a campus vendor.

Both project and operational funding must be identified and secured before work on a project can begin if it meets any of the following conditions:

  • An estimated project budget of $500,000 or more;
  • An estimated annual operating expense of $250,000 or more;

Obtaining an Exception to Use the Approved Campus PM Practices

The Information Technology Strategy Committee is responsible for reviewing and approving requests for exceptions to the use of approved project management practices specified in Appendix A for campus projects that meet the conditions of this policy. If the project sponsor believes a project has a unique need to employ project management practices that do not comply with the policy, the sponsor can submit a request to the Information Technology Strategy Committee describing the project practices to be used and why these practices are required for the successful completion of the project. The Information Technology Strategy Committee will review and approve or deny the project practice exception request. If approved, the exception will only apply to the specific project for which the exception was approved.
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Obtaining an Exception to Use a Professional Project Manager

The Information Technology Strategy Committee is responsible for reviewing and approving requests for exceptions to the requirements specified in Appendix B to serve as a project manager for campus projects that meet the conditions of this policy. If the project sponsor of a campus project wants to employ a project manager who does not meet the professional standards described in Appendix B but believes that the proposed project manager is uniquely qualified to lead the project to a successful conclusion, the project sponsor can submit a request for an exception to the policy to the Information Technology Strategy Committee. The request must describe the qualifications of the proposed project manager including their training and experience and why the individual must serve as the project manager to lead the project to a successful conclusion. The Information Technology Strategy Committee will review and approve or deny an exception to utilize an alternate project manager for only the specific individual and project specified in the request.up arrow

Revisions to the Policy

The Information Technology Strategy Committee has the authority to revise this policy. Proposals for revisions should be submitted to the Technology Program Office via email at tpo@berkeley.edu(link sends e-mail).

Exceptions to the Policy for Campus Academic Projects

Sound project management practices can be beneficial for all campus projects. However, this policy does not apply to research projects led by campus faculty or lecturers. The policy does apply to campus-funded projects led by campus faculty or lecturers that are conducted to create campus IT services for which the operation and maintenance are also funded by the campus.

Responsibility to Administer the Policy

The campus Chief Information Officer is responsible for the administration of the policy.