Task: Technical Services Oversight Committee Project Approval
Technical Services Oversight Committee Project Approval
Disciplines: Portfolio Management

Relationships

Main Description

This committee, known as the TSOC, approves projects through the project management methodology phases.

Steps

Proposal to Project
  • When a Project Manager decides to seek approval for a proposal to become a project, they will open the proposal in the PPM Tool and click the Complete button under Proposal Review. This sends a notification to the Program Manager that a proposal is ready for review.
  • If the next Technical Services Oversight Committee meeting is scheduled to occur within two weeks of the notification date, then the Program Manager will add the proposal to the meeting’s agenda.
  • If no meeting is scheduled within two weeks of the notification date, then the Program Manager will do the following:
  1. Create an email to each Technical Services Oversight Committee member, requesting each member respond to the proposal, via email, to either “Approve”, “Reject”, “Hold” or “Request More Information”. The email should include the proposal name and description.
  2. Document each committee member’s response under the Notes section for the proposal in the PPM Tool. This should include the name of the member, their decision and the date the email was received.
  3. Upload a copy of the email received from each committee member to the References section for the proposal in the PPM Tool.
Proceeding to either the Planning
  1. When a Project Manager completes the high level plan or the detail level plan, and the project is ready to proceed to the Planning phase or the Execution phase, respectively, they will open the project in the PPM Tool and click the Complete button. This sends a notification to the Program Manager that a high level or detail level plan is ready for review.
  2. If the next Technical Services Oversight Committee meeting is scheduled to occur within two weeks of the notification date, then the Program Manager will add the plan to meeting’s agenda.
  3. If no meeting is scheduled within two weeks of the notification date, then the Program Manager within the PMO will do the following:
  4. Email a copy of the high level or detail level plan to each committee member, requesting each member respond to the plan, via email, to either “Approve”, “Reject”, “Hold” or “Request More Information”. The Program Manager’s email should include the following information:

·         Was the project listed in the last quarterly resource review?

·         List of resources requested

·         Health of the project

·         Approved budget

·         Original forecasted coast and the current forecasted cost

·         Current actual costs

·         Dates for completion

·         Any other projects dependent on this project

·         Last project notes from the PPM Tool

  1. Document each committee member’s response under the Notes section for the project in the PPM Tool. This should include the name of the member, their decision and the date the email was received.

Illustrations