Portfolio Management (PREP)
PREP stands for Project & Resource Engagement Process and serves as a centralized project request and prioritization process supported by a governance framework to align people and financial resources to projects supporting our strategic objectives.
Project Initiation
Projects requiring resources or support from multiple departments should adhere to the formal process of project governance and oversight. This ensures seamless coordination across departmental processes and enables more effective management of project risks and the complexities associated with business initiatives. The project request process, known as the Project & Resource Engagement Process (PREP), is facilitated through TeamDynamix.
To initiate a project, a request must be submitted using the “Create New Project Request” service within TeamDynamix, ensuring a standardized and streamlined approach to project intake and management.
Project Planning
During the project planning phase, the scope is progressively refined and detailed as additional information about the project becomes available. Risks, assumptions, and constraints are thoroughly analyzed to ensure accuracy, with any necessary additions or updates captured to reflect the current project environment. Stakeholder expectations are carefully aligned, and a shared understanding of the project’s goals and objectives is established.
This groundwork is formalized into key documents such as the project charter and a comprehensive project schedule or plan, which are then reviewed and approved by the project sponsor. Once finalized, these plans are typically communicated to all stakeholders during a project kickoff meeting, ensuring clarity, alignment, and shared commitment to the project’s objectives moving forward.
Project Execution
The Project Management Office (PMO) ensures successful project execution through proactive management and oversight. Progress is monitored against plans; issues are identified and tracked to resolution, ranging from simple questions to complex testing issues requiring coding or process fixes; decisions are documented; and risks are managed to prevent disruptions. The team facilitates change management, optimizes resource performance, and ensures alignment with project objectives. Clear communication keeps stakeholders informed and engaged throughout the process.
Project Deployment
Deployment generally takes place following the successful completion of User Acceptance Testing (UAT). During this stage, key cutover activities are executed, including stakeholder training and communication, submission and approval of the Change Advisory Board (CAB) request, preparation of the production environment for go-live if necessary, and the actual go-live itself. For certain projects, deployment may be carried out in multiple phases or waves. This phased approach helps to minimize disruptions to stakeholders, reduce the strain on project support staff, and streamline efforts for the IMS Service Desk, ensuring a smoother transition and greater operational stability.
Project Closeout
Project Closeout signifies the formal conclusion of all project phases and facilitates a seamless transition to ongoing operations. Key activities during this phase include finalizing financials, if applicable; validating project deliverables; transferring essential knowledge to sustainment teams; and capturing lessons learned to inform future projects. Additionally, the process ensures the completion of the project schedule, communicates final results to stakeholders, and culminates with obtaining formal approvals. It also provides an opportunity to acknowledge and recognize the project team for their contributions to the successful delivery.
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UT Health San Antonio
Information Management & Services (IMS)
Project Portfolio Management and Delivery