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Project Request (Pre-Business Case Submission)

Project Start-up

Ongoing Project Forecasting                                             

Prior to all Business Case submission to Head of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):

1. IS&T Project Cost Template must be completed
and submitted to your:
Associate Directorate Financial Business Consultant

             Template:  IS&T Project Cost Template

   It is recommended that all Project Managers set up an
   in-person meeting with you AD with their FBC to discuss assumptions
   and issues. Guidance on filling out the IS&T Project Cost
   Template can be provided by your Team Lead or your 
   your FBC.

Once the Business Case submission has been approved by an 
External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.)
or IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:

1. Send email to your IS&T FBC to Associate Directorate FBC
with the following information:

  • Project Name using Standard Naming Convention        Funding Source: Project Name - Phase
            Example: AS: Request For Payment - Phase 1
            (must match Daptiv Name)Brief Description of Project (2-3 sentences) Project Time Frame
  • Sponsor Approved Budget
  • Funding Source (Software Development or GIB)

Once a project is approved and the required information
has
been submitted to IS&T Finance, all further
forecasting
and planning is to be done in the IS&T Resource Model.
All Project Financials are required to come from
IS&T Finance (including both Actuals and Forecasts).
Due Dates for Updates, Quarterly Forecasting and
Completed Time sheet can be found on the
IS&T Planning Calendar (TBD).

Time Allocation Model.

Roles & Responsibilities:

   Team Leads and/or Managers: Responsible for providing
   approved effort allocations for their staff and consultants. 

   FBC: Responsible for collecting this information and producing
   monthly reporting.  HR will make allocation changes in the
   payroll system on a quarterly basis.

       IS&T Project Cost Template must include:

  • List of Resources (Internal & External)
  • Estimated Hours on Project for each Resource
  • Estimated Other Costs (Hardware, Software,Etc.)
  • Estimated Ongoing Support2Support

    2. Once the IS&T Project Cost Template is submitted
    all assumptions will be reviewed and approved by the
    area FBC.
  • Brief Description of Project (2-3 sentences)
  • Project Time Frame
  • Sponsor Approved Budget
  • Funding Source (Software Development or GIB)

Time Collection Process:

Step 1.  FBCs will set up meetings with Team Leads and/or
Managers document staff and consultant effort --
Completed 10/12

Step 2.  Finance will distribute draft Time Allocation Reports
to the Team Lead, Manager and Project Managers, with a
copy to their Associate Director, for review and approval –
Completed 10/12
       
Step 3.  Team Leads email FBC with approval -
completed by 10/13
       
Step 4.  Finance will produce and post monthly reports on
the IS&T Finance wiki, making them available to Team Leads,
Managers, Project Managers and Associate Directors –
Completed 10/18

Link to IS&T Time Allocation Reports. Set up project in Daptiv is required for all projects.
Instructions on setting up projects in Daptiv can be found in
the Daptiv User Manual . If a new user needs to be set up
in Daptiv use the New User Form . Next Due Date for:
Daptiv Actuals Update in Resource Model: 3/30/2010
Timesheets: 4/2/2010 (Final Q3 Update)
Q3 Updated Forecasts: 4/12/2010
Link to IS&T Resource Models:SAIS Resource Models


3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for Associate
Director approval

4. Once Associate Director approval is recieved, the project
and
the costs outlined in the IS&T Project Cost Template
can be
submitted to the Head of IS&T for approval and then
to
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL. Instructions on how to input your forecast into the
Resource Model are available on the Instructions tab
of the model


2. Set up project in Daptiv is required for all projects.
Instructions on setting up projects in Daptiv can be found
in the Daptiv User Manual . If a new user needs to be set
up in Daptiv use the New User Form .



Step 5.  Team Leads working with Project Managers with
notify FBC’s of any additional changes to staff/consulting time
allocations – Completed by 10/21

Step 6:  Finance Team will produce final monthly reports
and post on the IS&T Finance wiki, making them available to
Team Leads, manager, Project managers and Associate Directors --
Completed by 10/25

Step 5.  Finance will submit to HR, quarterly adjustments to
salary charges based on these allocation reports --
Completed by 10/26

ALL PROJECT FINANCIALS:  All Project Financials are
required to ONLY come from IS&T Finance
(including both Actuals and Forecasts).

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IS&T Finance Contacts:

Associate Director Area

Financial Business Consultant

Financial Assistant

Administrative Systems

Amber Fearon
afearon@mit.edu

Corinne Hamilton
cbutler@mit.edu

Education Systems

Amber Fearon
afearon@mit.edu

Corinne Hamilton
cbutler@mit.edu

Data Management

Anne Denna
abdenna@mit.edu

Quentin Alexander
qla@mit.edu

Customer Support

Anne Denna
abdenna@mit.edu

Quentin Alexander
qla@mit.edu

Systems Engineering

Rosalind James
rijames@mit.edu

Andrea Sullivan
aquinn@mit.edu

Operations & Infrastructure

Mark Jones
mmjones@mit.edu

Eileen Kenney
eileenk@mit.edu

Telephone and Network Service Center

Mark Jones
mmjones@mit.edu

Sean Nicholson
s_nichol@mit.edu

Administration ----------------

Manager
Allen Wallace
awallace@mit.edu

Paul Dawson
ptdawson@mit.edu

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