Best Practice: Fixed Work

Statement of Best Practice

Fixed/regulatory projects are must-do, including:

  • Building construction/renovations
  • Addressing security vulnerabilities that have articulated clear and present danger
  • Keeping the lights on. For example:
    • Patching operating systems, programming language interpreters, system utilities, and infrastructure items
    • Complying with vendor directives in order to maintain vendor support
    • Work required to meet a regulatory need

Fixed/regulatory projects do NOT include:

  • Enhancements or automation of existing regulatory processes/systems
  • Projects in which the primary objective is to enhance or extend features/service

Fixed/regulatory projects MAY include:

  • Activities to prevent the accumulation of technical debt.
  • Pre-planned annual work, e.g. changes to support W2 issuance

Projects designed to address the accumulation of technical debt will be described to Change and Continuous Improvement Committee (CCIC), including a cost/benefit discussion, to assess whether they should be included as fixed work.


Every good IT policy is best described as an automotive metaphor

Fixed/regulatory automotive projects are must-do, including:

  • Fixing door locks and broken windows
  • Making sure the car meets basic functional requirements; for example:
    • Replacing brake pads and rotors so the car stops reliably
    • Simple replacements of belts, spark plugs, etc.
    • Complying with oil change intervals to ensure the warranty is upheld
  • Work required to meet a regulatory need
    • Federally-mandated safety recall work
    • Work to meet DOT standards, e.g. replacing a cracked windshield or torn seat belt

Fixed/regulatory automobile projects do NOT include:

  • Projects primarily designed to improve the performance, style, etc., of the car

Fixed/regulatory project MAY include:

  • Activities to reduce the likelihood of maintenance issues in the future, e.g.
    • Fluid flushes
    • Replacing engine accessories
    • Replacing the timing belt
  • Annual license and registration paperwork updates, installing new license plates

The philosophy behind Fixed Work is to avoid slowing/complicating the approval process for work that will almost never be objected to by the voting CCIC members. 

Fixed work is still processed through a TeamDynamix workflow, discussed at Value Engineering, Portfolio Planning, and mentioned in CCIC emails/meetings for general awareness and discussion. 

Data collection for Fixed Work is streamlined as compared to discretionary projects. For instance, cost/benefit information is not collected unless it would be particularly useful in scheduling the project. 


  • Manager. Project and Portfolio Management. IT Services

Reason for Best Practice

  • To establish a shared understanding of what constitutes Fixed Work for IT Project Portfolio prioritization purposes

Entities Affected by Best Practice

  • CCIC-governed project teams are covered by this Best Practice
  • Non-CCIC-governed teams (e.g. Application Operations) may use this definition as desired


  • IT Portfolio Governance Participants (i.e. Business Analysts in IT Services) will make suggestions as to what is or is not Fixed Work
  • CCIC voting members will ultimately vote to agree with BA suggestions or overrule by simple majority



Article ID: 146690
Tue 9/20/22 9:43 AM
Tue 9/5/23 12:07 PM