Information & Technology Management Standards

Project Initiation Process

Purpose

The purpose of the PIO process is to:

  • Determine fit with organization goals and objectives.
  • Determine funding availability and allocate budget.
  • Determine timeline constraints, resource availability and schedule.
  • Grant approval to proceed to the next step of project implementation - project initiation.

Scope

The PIO process should be followed if the proposed initiative will result in the implementation of new, enhanced or extended systems or infrastructure.

Out of scope

The standard order process should be followed to add, install, move or change standard desktop hardware and software.

The standard change management process [PDF, 305 KB] should be followed to implement changes defined in the change management policy.

Template

  Project / Initiative Overview Template [DOC, 313 KB]

Checklist

  PIO Checklist [PDF, 141 KB]

PIO Definition

A PIO is a Project Initiation Overview document that is a high level project request identifying the business need or opportunity to create a new product or service. If applicable the PIO should state project phases, example: phase one could be to gather estimates, phase 2 to implement key deliverables.

The PIO Process will determine if the project request fits within the organization and contributes to meeting business objectives. PIOs are created by an Originator (Business area employee or contractor, ITMB employee or contractor) and submitted to the Portfolio Management Committee for review, evaluation and approval to proceed to the next step of project implementation.

PIO Process Details

  • The Originator meets with an ITMB Sponsor to secure approval before starting work on the PIO
  • The Originator acquires the PIO template. [DOC, 313 KB]
  • The Originator completes the PIO with as much information as possible but keeping the document to a minimum length
  • The Originator submits the PIO to: educ.pdo@gov.bc.ca for the Portfolio Management Committee review
  • The Portfolio Committee will meet on a quarterly basis.
  • The PIO will be added to the Committee agenda, the Committee will review each PIO
  • If the PIO is endorsed, the Committee will evaluate the PIO based on the criteria (outlined in the PIO check list)
  • The Committee may contact the Originator asking for additional information
  • The Committee may request the Originator, ITMB and/or Business Sponsor to attend a meeting and present the PIO
  • The PDO will contact the Originator after the Committee has reviewed the PIO to advise the status and next steps
  • Approved PIOs are sent to the PDO for project initiation, including resource management.

Emergency PIO Definition

Any project request that must be approved prior to the next scheduled Portfolio Management Committee meeting due to a Government, Business or Ministry policy, legislated or legal reason request or change.

  • The Originator will send the completed PIO to educ.pdo@gov.bc.ca identifying in the subject line: Urgent PIO
  • The PDO will present the PIO for approval at the next ITMB Management meeting. (Held every Monday)
  • The PDO will advise the Originator of outcomes, project initiation will begin for approved PIOs

PIO Submission and Lead Time

  • Send completed PIO to the ITMB Project Delivery Office via educ.pdo@gov.bc.ca Submit with as much information as possible to assist the review and approval process.
  • Lead Time – Submit PIO as far in advance as possible to ensure evaluation, approval, and release scheduling. Allow 4-6 weeks for the PIO process, this is time required to review with your sponsor, send to PDO for Committee evaluations, time for questions/answers (this is up to but not including the procurement process). Allow 6-8 weeks for a procurement process (includes RFP, SOW, RFQ, NOI, etc)
  • PIOs require Business and ITMB Sponsor approval prior to submission.