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After you've submitted a Technology Request, the IT-Project Management Office (PMO) may determine that a Discovery Call is needed. This article describes what happens when the PMO has determined that a Discovery Call is needed.
What is a Discovery Call and why is it important?
A Discovery Call is a meeting designed for you to effectively share your proposal or request with a broad audience, including reviewers, stakeholders, and other interested participants, providing insights and fostering collaboration.
What can you expect?
The PMO will look to schedule the Discovery Call as quickly as possible; however due to scheduling conflicts, the call may be scheduled 2-4 weeks out to allow for maximum participation.
When joining the Discovery Call, the audience size is immediately noticeable, often comprising 10 or more participants. Depending on the subject matter, teams may send multiple representatives to the same Discovery Call. While some attendees may actively contribute and engage in the discussion, others may serve as interested observers. This dynamic fosters consistent and collaborative information sharing.
What is expected of you?
Information. This call is all about information sharing. Technology Requests are evaluated for technical feasibility, security, accessibility, and adherence to established university policies, regulations, and strategic goals. Participants may inquire about your intended use case, the level of data involved, any vendor documentation that may be needed for review, any needed integrations with UD systems (such as UDSIS), considerations of other technologies or solutions already in use that may fit your needs, any deadlines or intended implementation timelines, and/or availability of needed resources.
Your decision to pursue the requested technology likely involved input from several individuals. Make sure to inform the scheduler about any subject matter experts from your team who should be included in the discussion, or consider forwarding them the calendar invitation for the Discovery Call directly.
What happens after the Discovery Call?
After the Discovery Call, the PMO will provide a summary of the call, including a list of any action items identified during the call. If a follow-up meeting is needed, the PMO will look to schedule that call as quickly as possible, allowing sufficient time for any additional information gathering. If the information shared was sufficient for all reviewers, the teams will complete their respective workflow assignments, and the PMO will update and close the Technology Request with a summary of recommended actions.
In the event that a project results from your discovery call, the PMO, if requested to manage the project, will add the request to the Pending Sequencing list for assignment once a project management resource becomes available. If the project will be managed by a non-PMO resource, the PMO will immediately create a project within TeamDynamix and assign management permissions of the project to the identified resource.