Instructions – Information Technology Project Worksheet
Complete an Information Technology Project Worksheet for each Proposed IT Project included in your 2013-15 IT Plan. For projects less than $100,000, the worksheet is optional but highly recommended, as the information reported will be used to support your appropriation request.
The Project Worksheet must be completed for all projects with an estimated cost exceeding $100,000, in accordance with Senate Bill 2015 (Section 11).
Each Project Worksheet should be completed with the Word Processor or Text Editor of your choice and saved in the original Rich Text Format (.rtf) document format, using the naming convention “IT Large Project Worksheet – Agency Name – Project Name.rtf”.
Upon completion of all Project Worksheets, Large Project Worksheets (if applicable), and the IT Operations document for your agency, submit ALL documents as attachments via one email to IT Planning at email@example.com.
- Agency Name
- Provide the name of the agency submitting the large project.
- Project Manager/Contact
- Provide the name of the project manager assigned to this project, or if a project manager has not or will not be assigned, provide the name of a contact person that is familiar with the project and can answer questions if they arise.
- Project Name
- Provide the name of this project as identified by your agency. The name should be unique enough that it is not confused with any other project you may be submitting.
- Business Unit/Program Area
- Provide the name of the Business Unit, Division, or Program Area within your agency that this project applies to. If the project applies to the entire agency or can otherwise not be applied to a specific business unit, division, or program area, this field can be left blank.
- Project Type
- Indicate if this project is a New Initiative, an Enhancement or Upgrade to an existing application/system, or a complete Application Replacement, by placing an upper case X in the appropriate box on the right. If the project cannot be classified as one of those three project types, provide an explanation of why it is not one of those three project types in the ‘Other’ box.
- Estimated Start Date
- Provide the date in MM/DD/YY format when you expect to start the project. The start date should be the date when resources included in the project budget begin to be used, including any resources designated for project management or planning.
- Estimated Completion Date
- Provide the date in MM/DD/YY format when you expect to complete the project. The completion date should be the date that you expect the application or system to be in production, and should exclude any resources designated for ongoing support or maintenance.
- Project Description
- Provide an overview of the project that readers will need to understand your project. This should include the problem you are trying to solve and why it is necessary.
- Proposed Solution
- Indicate the product, development process, or high-level technical specifications that you expect to use to accomplish the project. The information provided should give the reader a basic understanding of what information technology solutions you intend to use and how it will be implemented.
- Anticipated Benefits
- Describe who will benefit from the successful completion of the project and how.
- Project Risks
- Describe any potential risks involved in this project and how they could affect the outcome of the project. Include risks that could impact the budget, schedule, or effectiveness of the project.
- Project Budget
- Provide estimates for direct and indirect costs associated with the project. Provide the total indirect costs, direct costs, and overall project cost. (Costs associated with maintenance or ongoing support should be included in your IT Operations budget.)
- Project Funding
- Provide the amount of funding by general, federal, or special funds, and provide the total funding amount. The total funding amount should match the total project budget.