IT Project Reporting and Guidelines

Required Reporting

Per Regents Policy 5103, University of California locations are required to report to the Regents about IT projects with an estimated or actual cumulative cost of $5 million or more.

Locations must submit reports three times a year to UCOP using templates provided. Two short reports are required: a summary list of projects costing $5 M – $25 M, and a comprehensive report of all projects costing $25 M or more. See the instructions below for more detail.

• Reporting instructions (MS PowerPoint)
• Summary report template (MS Excel)
• Comprehensive report template (MS PowerPoint)

Report Submission Timeline

Report Period Ending Date	Due Date to UCOP	Due Date to Regents
Dec. 31	Feb. 1	March 14/15
April 30	June 15	July 31
Aug. 31	Oct. 15	Nov. 30

Send completed reports to: RegentsStatusReport@spmail.ucop.edu 

Questions? Contact Sailaja Ganti, Sailaja.Ganti@ucop.edu or Jenn Bejaka, Jenn.Bejaka@ucop.edu from the TDS Planning Project Management Office.

IT Project Management and Reporting Guidelines (pdf)

UC provides guidelines for managing IT projects. Each short chapter highlights best practices to be followed in a key area of project management and links to useful resources. All UC locations are required to integrate these Guidelines into their local practices.

Table of Contents

1. Introduction (pdf)
2. Regents Reporting Requirements (pdf)
3. Project Development Guidelines (pdf)
   • 3.1 Integrated Schedule and Resource Plan (pdf)
   • 3.2 Assessing Schedules for Reasonableness (pdf)
   • 3.3 Cost Reporting (pdf)
   • 3.4 Risk Management (pdf)
   • 3.5 Change Management (pdf)
   • 3.6 IV&V - Independent Validation and Verification (pdf)
4. IT Contract Deliverable Expectations (pdf) 
5. Appendix (pdf)