Process and Project Management Office (PPMO)


The Process & Project Management Office (PPMO) seeks to promote best practices in business process management and project management across the university to advance the mission of the university.  This website provides information about IT process and project management, including forms, processes, and tools.  The PPMO is customer service oriented and provides services within the following service areas:


What is IT Change Management?

Change management is defined as the methods and manners in which an organization documents and implements change within both its internal and external processes. The change management process helps mitigate risks by documenting all changes to IT infrastructure, managed systems, processes, and IT related life cycles.

What is the process?

Change requests are presented weekly on Tuesdays for a start date of that Thursday for 9:30pm or later. All changes require a review and approval by the Change Advisory Board (CAB) prior to implementing the change.

What requires a change request? 

The addition, modification, or removal of anything that could have an effect on an existing service. The scope should include changes to all architectures, processes, tools, metrics, and documentation, as well as changes to IT services and other configuration items. 

Planned changes service status:

Please visit for more information. 

What is IT Project Management?

IT project management is the process of assisting and managing the organization, plan, and accountability of the team in order to collectively achieve the information technology goals within the project's defined timeline.

Project Management Life Cycle.


What is a Project?

A project is a temporary, organized effort to complete a set of work to deliver a new product or service. A project has a defined beginning and end dates, a defined scope, and resources. A project can be small and contained within a department or it can be large and span across different departments and divisions.

IT Projects

Projects requiring IT resources must first be reviewed and approved by the IT CAB (IT Cabinet). IT review and approval are needed to commit resources and manage timelines alongside existing projects currently being implemented. Each project is unique and may require services from various branches of IT for implementation.

IT will not commit to a project until the review process is completed, roles and responsibilities are documented, and a project charter is developed.

What is Business Process Management?

Business Process Management at Cal Poly Pomona is an interdisciplinary approach to identify, design, execute, document, measure, monitor, control, and improve business processes (automated or otherwise) to achieve consistent results, aligned with the strategic objectives of Cal Poly Pomona.

The Business Process Lifecycle

The business process lifecycle is a cyclical process that promotes continuous improvement. The core components of the business process lifecycle are as follows:

01 Design: Identify existing processes

02 Model: Visualize the model in a flow chart

03 Execute: Run the process in a real-life environment

04 Monitor: Develop Key Performance Indicators (KPI`s) and monitor execution

05 Optimize: Continuous improvement

Graphic of Business Process Life Cycle. 

Business Process Modeling

The purpose of business process modeling is to document or “map” processes in a workflow to achieve a unified visual representation of all connected activities within a process. The workflow can then be analyzed to identify improvements and efficiencies.


What is PPMO Programs & Planning?

PPMO Programs and Planning is a customer service oriented department that provides support to various IT&IP programs. PPMO Programs & Planning engages in strategic planning, coordination, policy recommendations, and development of new programs in support of the IT&IP Division and CPP.


What is Communications Management?

The Communications Management aspect of Project Management is the media component of the project. The Communications Management process includes:

  • Identifying Stakeholder Needs
  • Developing Objectives and Key Messages/Defining Information Items
  • Developing the Communications Plan that:
    • Identifies Target Audience(s)
    • Answers the questions: What, How, When and Resources Responsible
    • Identifies Appropriate Communication Mediums (i.e. Social Media, etc.)
    • Defines Deadlines

What is Records Information Management?

The CPP Records Information Management (RIM) program provides information and guidance on the management, retention, and disposition of official university records in compliance with CSU Executive Order 1031.

Visit the Cal Poly Pomona Records Information Management program website for more information.

Request More Info

For more information or if you have any questions, please contact the PPMO Office at