Important Topics Before Requesting a Project

There are important questions to ask before pursuing any technology project. Some of these potential questions can be quite obvious, and others may require technology experts who understand the interdependencies of a large university with multiple schools, departments, and offices working with a variety of systems, applications, and software.

Questions to ask before making a project request:

• How does this project contribute to the core mission and goals of the university?
• Will this project result in efficient use of university resources?
• Is there an existing solution already being utilized by another area?
• What members of the university community will be impacted by this project?

Some of these questions are pretty straightforward; others will likely be challenging to answer. This is where project managers are a vital aspect of any project discussion. DePaul's IT PMO team has experience working between technology and systems, and they also know how to work with a multitude of groups throughout the university.

Having trouble answering some questions? Reach out to us.

Please reach out with any questions. Initial discussions before committing to a project can result in much more clarity about the potential challenges and benefits of pursuing a new project. Email isprojectmanagement@depaul.edu for more information.

If any of these questions are confusing, you can always start the project request process by reaching out to the project team at isprojectmanagement@depaul.edu.

Questions to ask before making a formal project request:

Should I submit a ticket instead of making a request?

Is an existing technology system, service, or application broken or not working properly? If the answer is yes, you may want to start by submitting a ticket to the Help Desk. Typically, if an existing service isn't working properly, it won't require a project request.

Is there an existing form for my request?

Most technology services and requests already have forms within the Service Portal. Review this page that serves as a directory of existing request forms.

Not sure what to do?

Sometimes requests and projects have different needs. If you're at all unsure whether you need to launch a project, the project management team is here to help guide you through your technology request. You can reach out to the team at isprojectmanagement@depaul.edu.

If none of the previous questions apply, it may be time to request a new project.

If none of the questions above apply, it may be time to begin the project discussion. The project process begins by submitting the New Project Request form. Use this request form if you would like to inquire about a larger new project. The IT PMO team will reach out to you after the form has been received. You can also reach out to the team at isprojectmanagement@depaul.edu.

What is a project?

According to the Project Management Institute (PMI), a project is a temporary endeavor undertaken to create a unique product, service or result.  A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources.  A project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal.

What are some characteristics of a project?

• Accomplished by shared resources often only available during the project's lifecycle
• Usually involve cross-functional teamwork 
• Uncertainty and risk are involved
• Outcome not fully known
• Changes the way the business operates
• Has specific deliverables, timelines and resource constraints
• Significant communication efforts 
• Formal training may be needed 
• End users will undergo some form of change or disruption

What does a project manager do?

Essentially, project managers oversee projects from start to finish. They supervise tasks, communicate effectively with stakeholders, and ensure that every aspect of the project is completed on time. Project managers must also be able to foresee potential blockers and find proper solutions to mitigate or eliminate them so that they don’t impede a project’s success.

The Role of a Project Manager  

If we break the role of a project manager down into core responsibilities, we get a better picture of how much they oversee throughout a project’s timeline and how their supervision helps ensure success.

Some of the core responsibilities of a project manager include:  

• Identifying project goals, needs, and scope 
• Planning, monitoring, and documenting tasks throughout a project 
• Ensuring all tasks, deliverables, and project materials are delivered promptly 
• Managing all resources necessary for project execution 
• Fostering effective communication with stakeholders concerning project status 
• Foreseeing and strategically eliminating blockers and potential risks
• Documenting each step of the process using various project management tools 
• Ensuring top-quality results and success for a project  

These core responsibilities are pillars of project management. They empower project managers to supervise an assignment adequately. Moreover, they allow project managers to create timelines, delegate tasks and shape a project perfectly to the needs of everyone who stands to benefit from its completion. Learn more about Project Managers in general at PMI.