Administrative Departmental Policy
This department-specific policy applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 2,
Policy Title: UW Health IS Project Management Policy
Policy Number: AD-POL-011
Effective Date: 7/2/2016
Chapter: Information Services
The UW Health Information Services (IS) department is committed to continuously improving
the delivery of information technology solutions within budget, on schedule, within scope, and in
support of UW Health’s strategic objectives. This policy establishes a common and consistent
application of project management best practices in the management of IS projects. A standard
project management framework promotes consistency and better control of IS projects, thereby
reducing risks and increasing project successes.
This policy applies to all approved projects managed by IS, whether in the Initiate, Plan, Execute,
Control, or Close phase of a project.
IS project: Any initiative requiring IS involvement, regardless of funding source that meet some
or all of the following criteria:
ξ It is expected that at least 40 hours of IS effort will be required.
ξ A project is temporary (i.e., it has a defined start and end; it is not an ongoing
ξ Multiple IS teams will be involved.
ξ Multiple approvals are required (operational, clinical, fiscal, etc.).
ξ The request is sponsored by a Manager or above.
ξ Projects have unique deliverables (e.g., new or expanded processes, systems, software, or
ξ A change to an existing workflow that requires analysis and requirements gathering.
If the request requires Capital budget approval, it is likely an IS project.
Project Management: The discipline of organizing and managing resources (e.g., people) in a
way that ensures project completion within defined scope, quality, time, and cost constraints.
PMI PMBOK Guide: The Project Management Institute (PMI) Project Management Book of
Knowledge (PMBOK). PMI is a globally-recognized leader in the development of standards for
the practice of project management, and project management methodologies. This policy is based
on PMBOK Best Practices.
OCIO: The Office of the Chief Information Officer. Includes IS representatives from the
Clinical, Business, and Technology/Data Security teams.
PMO: The Project Management Office in IS. Provides the framework, discipline, and practices
required to improve our department’s ability to deliver projects.
IV. POLICY ELEMENTS
IS projects are managed in accordance with best practices promoted by the nationally recognized
Project Management Institute (PMI) Project Management Book of Knowledge (PMBOK),
appropriately tailored to the specific needs of the UW Health IS department. The breadth of
project management controls may be tailored based on the scope of the project and approval from
the lead team’s manager. The OCIO reserves the right to require additional project documentation
at any time.
V. RELATED DOCUMENTS
UW Health IS Project Management Procedures (AD-PRO-011)
Sr. Management Sponsor: UW Health IS CIO
Author: IS Director – Project Management
Reviewer(s): UW Health IS Directors
Approval Committee: UW Health IS Directors
UW Health CIO
Previous revision: 7/2/2016
Next revision: 7/2/2018