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IT Project Management Office

The IT Project Management Office (PMO) is a service organization within the University of Maine System’s (UMS) Department of Information Technology Services (US:IT). By applying project management principles and methodology across all project activities, the PMO strives to deliver projects on time, on budget,  to satisfied customers.

The PMO is committed to facilitating the intake and review of all ideas and project requests for technology solutions that will support the strategic goals of the University of Maine System (UMS) and enhance services to the UMS community. The PMO’s role is to collect ideas and project requests and ensure they are considered and prioritized in a consistent and transparent manner.

How to Submit a Project Request

Do you have an IT solution you would like to propose for a project? The first step towards proposing an IT project is to submit a Project Request Form (PIF).  The PIF helps to summarize information about the proposed project’s objectives, requirements, estimated resources, schedule, and budget.

  • For campus projects, completed PIFs should be submitted to the Campus IT Officer (CITO) for initial review. After the review is completed, the CITO will submit the PIF on behalf of the campus department/organization.
    • CITOs: UMA – Lauren Dubois, UMF – Fred Brittain, UMFK – Sara Farnham, UMM – Robin Sherman, UMaine – Robin Sherman, USM – Kim Tran, UMPI – Sara Farnham.
  • For system level projects, the appropriate systemwide teams or UMS leadership can submit the PIF  to the PMO.

The PMO is always available to provide guidance while completing a PIF. Click the button below to access the Project Initiation Form.


After a PIF is submitted, the PMO will use it to classify the project, which means determining how complex it is (Level 1, 2, or 3, with 3 being the most complex), and if a business case is required (see below for IT Business Case APL). Once completed, Business Cases are presented to the appropriate UMS Leadership committees (e.g. Chief Academic Officers, Chief Business Officers, University Services Advisory Council) for review, approval, and initial prioritization.

 When and How to Submit an IT Business Case

An IT Business Case is required when the estimated budget for a proposed project exceeds $50,000 in total cost (software, hardware, personnel, vendor contract, etc…), or will involve any of the following factors:

  • Will result in system-wide and/or external impact
  • Involves critical data such as SSN and HIPAA protected data
  • Affects strategic direction of the UMS

For campus projects, completed Business Cases should be submitted to the CITO for initial review. For system level projects, the completed Business Case should be submitted to the PMO. The PMO is always available to help you to gather information for and develop your Business Case.


IT Business Case Administrative Practice Letter  (APL)

CIO Waiver for IT Processes and Procurement APL