Enterprise Student Management Systems Projects

Project ManagementThe mission of the ESMS Project Management Team is to support the UCI and OIT strategic goals and to support campus business units by providing project management and IT project portfolio management services.

Our goal is to help the campus business units that we support in identifying, prioritizing, and successfully executing a technology portfolio of initiatives and projects that are aligned with their strategic goals and educational vision.  We are committed to serving our customers using industry accepted IT Project Management methodologies and best practice standards.

An integral part of our work is to also work with the OIT PMO in building Project Management maturity at the organizational level.


Please find below additional details on the ESMS project management lifecycle including new project requests, tools and methodologies.

Project Request

Project Initiation Process 

ESMS Project Request Process

  1. Request Project – Business units supported by the ESMS team can contact the IT manager who supports their area , ESMS Director, and/or contact the ESMS PM team to initiate a project request. 
  2. Draft Proposal – Project requestor works with the IT manager who supports the business unit, and optionally with the ESMS PM team, to complete the project proposal (click here to view template).  
  3. Approve Proposal – The completed project proposal is reviewed by the business and IT sponsors for the project. If the project sponsors approve the project, the project can be started at the agreed upon timeframe based on priority and resource availability. Some projects may additionally need to be submitted to the BTO for project and funding approval. 
  4. Start Project – ESMS PM team will assign a project manager for approved projects. The project manager works with the project requestor and other stakeholders to develop the project charter (click here to view template) to specify project scope, resource requirements, high level milestones etc. The project manager works with the project sponsors for review and approval of the project charter and begins project execution. 


Project Management Lifecycle/Phases – Waterfall Methodology

  1. Project Management PhasesProject Initiation Phase – the project is formally started, named, and defined at a broad level during this phase. Project requestor proposes the project and project sponsors and other important stakeholders work together to decide whether or not to commit to a project. This phase may also include any due diligence needed to confirm project viability, e.g. feasibility studies may be conducted. Requirement gathering and analysis are typically started in this phase but may extend into the next phase. This phase typically concludes with the development and approval of a project charter to define the project scope and approach.
  2. Project Planning Phase – one or more project management plans are developed for cost, scope, duration, quality, communication, risk and resources management. Some of the typical activities that mark this phase are developing the WBS, project schedule, estimating and reserving resources, planning dates, and modes of communication with stakeholder. This phase also includes risk management planning, including risk identification and analysis, risk mitigation approaches, and risk response planning.
  3. Project Execution Phase – project deliverables are developed and completed according to plan. Tasks during this phase include capturing project metrics through status meetings and updates, addressing ongoing resource needs, and creating project key performance indicators and performance reports.
  4. Project Monitoring and Control Phase – this phase occurs in parallel with the execution phase, and deals mostly with measuring the project performance and progression in accordance to the project plan. The project is monitored for scope creep, changes to project requirements and risk mitigation. Change and risk management processes are applied to mitigate impact to project and to keep the project on track.
  5. Project Closure Phase – the project is formally closed. This phase may include delivering the product, relieving resources, rewarding team members, and formal termination of vendors/contractors, if needed.

Contact Info

Role Name Email Address
ESMS Unit Director Christopher Shultz cshultz@uci.edu
ESMS PM Team Supervisor Jackson Chen jacksoec@uci.edu
Project Manager Sachin Shorey sshorey@uci.edu
Project Manager Gayathri Subbiah gsubbiah@uci.edu
Project Manager Andrew Lee andresl4@uci.edu
Financial Aid & Scholarships IT Manager Scott Lusby  slusby@uci.edu
Financial Services IT Manager I-Rong Lin ilin@uci.edu
Graduate Division IT Manager James Tang jameswt@uci.edu
Office of the Registrar IT Manager Joshua Jackson joshua.jackson@uci.edu
Summer Session IT Manager David Wong cnwong@uci.edu
Undergraduate Admissions IT Manager Therese Tran  thereset@uci.edu