What Is an IT Project Engagement (and How Is It Different From Managed IT)?

At Mentis Group, managed IT services provide the ongoing resources required to support, secure, manage and continually improve the technology environment in place today.

An IT project is different. It creates, replaces, migrates or materially changes part of that environment.

Examples may include replacing infrastructure, migrating systems to the cloud, redesigning a network, moving an office, implementing a new technology platform or completing a significant cybersecurity initiative.

As significant technology changes require focused planning, engineering and coordination, Mentis uses dedicated Professional Services engineers and project management resources to execute scoped projects. Project implementation is therefore scoped and billed separately from ongoing managed services.

This approach protects both the quality of the project and the quality of ongoing IT service.

What Is the Difference Between Managed IT and an IT Project?

A useful way to think about the distinction is:

Managed IT continually manages the technology environment. Projects implement significant changes to that environment.

Managed services address the ongoing activities required to keep technology secure, reliable, supported and aligned with the needs of the business.

A project has a defined objective and completion point.

For example:

Managed IT: Managing and maintaining an existing server.
Project: Replacing or migrating that server.

Managed IT: Supporting and managing the existing network.
Project: Redesigning or replacing significant network infrastructure.

Managed IT: Supporting users and the existing Microsoft 365 environment.
Project: Completing a significant Microsoft 365 migration or consolidation.

Managed IT: Supporting technology in an existing office.
Project: Designing and implementing technology for a new office or relocation.

The distinction isn't simply about how long a task takes. It is about the nature and scope of the change and the resources required to implement it successfully.

Why Does Mentis Use Dedicated Resources for IT Projects?

Significant technology projects introduce change, and change needs to be carefully managed.

Mentis uses dedicated Professional Services engineers and project management resources so significant technology initiatives receive the focus, expertise and coordination they require.

This model provides several benefits:

Protects ongoing IT support. The teams responsible for supporting users and managing the environment can remain focused on those responsibilities while the project is underway.
Provides focused engineering expertise. Significant technology changes receive resources appropriate to the complexity of the initiative.
Creates project accountability. Project management helps coordinate responsibilities, dependencies, vendors, communication and implementation.
Reduces implementation risk. Planning and coordination help identify how a change may affect other parts of the technology environment.
Supports a clean transition. Once implemented, the new or changed technology can become a documented, secure and supportable part of the managed environment.

Put simply:

Your project should not disrupt your day-to-day IT support, and day-to-day IT support should not continually interrupt your project.

How Do IT Projects Fit With Managed Services?

Managed services and Professional Services are complementary parts of the Mentis technology-management model.

Managed services provide ongoing management of the technology environment. When the business needs a significant technology change, Professional Services provides the dedicated resources needed to implement that change.

Projects are separately scoped so the objectives, responsibilities and expected investment are understood before implementation begins.

The purpose isn't simply to separate project work from recurring services. It is to put the right people, expertise and level of focus around significant technology change.

Does Mentis Help Plan Projects Before They Begin?

Yes.

An important part of the managed IT relationship is helping clients determine what technology investments are needed, why they are needed and when they should occur.

Through Technology Alignment and CIO-led strategic planning, Mentis helps identify future initiatives, evaluate priorities and incorporate significant technology investments into the organization's roadmap.

That planning and guidance is part of the broader managed IT relationship.

When an initiative moves from planning into implementation, it can become a defined Professional Services engagement.

This helps clients plan technology investments before they become urgent.

Learn more about Technology Alignment Reviews.

What Types of Work Are Typically IT Projects?

Projects vary based on the organization and technology environment. Common examples include:

Server replacements and migrations
Cloud and Azure migrations
Significant Microsoft 365 migrations
Network redesigns and infrastructure replacements
Firewall replacements and significant security implementations
Office moves, expansions and new locations
Wireless network implementations
Structured cabling initiatives
Large-scale device deployments
Major business application upgrades or implementations
Technology associated with mergers and acquisitions
Significant backup and disaster recovery initiatives
Major cybersecurity remediation
Infrastructure modernization

Projects can also involve coordination with third-party technology vendors when a larger business initiative requires changes or support within the client's IT environment.

Learn more about IT Project Services from Mentis Group.

Does Every Technology Change Become a Separate Project?

No.

Routine administration, maintenance, support and normal changes are part of managing a technology environment and do not automatically become separate projects.

A project is generally appropriate when an initiative represents a significant change to the environment requiring dedicated planning, engineering, coordination or implementation resources.

The goal isn't to turn every technology change into a project. It is to ensure significant changes receive the appropriate resources and level of planning.

When the distinction isn't obvious, Mentis can clarify how the work should be approached before implementation begins.

How Are IT Projects Identified and Budgeted?

Projects can originate from a business objective—such as opening an office, acquiring another company or implementing a new application—or from a technology need identified through Technology Alignment, lifecycle planning, cybersecurity reviews or strategic CIO discussions.

Whenever possible, Mentis works to identify significant technology investments before they become emergencies.

Anticipated initiatives can then be incorporated into a 12- to 36-month technology roadmap, giving leadership greater visibility into future priorities and potential investments.

Not every technology project can be predicted. Business changes, unexpected failures and new opportunities can create unplanned requirements.

But whenever possible, the goal is to make significant technology investment intentional rather than reactive.

How Are Mentis IT Projects Scoped?

Significant project engagements are defined through a Statement of Work (SOW) before implementation.

The SOW establishes a shared understanding of the initiative, including what is being changed, the intended outcome, responsibilities and the investment required.

This gives the client an opportunity to understand and approve a project before the implementation work begins.

What Is the Value of the Mentis Project Model?

The value of a dedicated project model is focus and accountability.

The managed services team can remain focused on operating, supporting, securing and continually improving the technology environment.

Professional Services can focus on successfully implementing significant changes to that environment.

For clients, that means:

Dedicated resources for significant technology initiatives
Focused engineering expertise
Project management and accountability
Greater visibility into project scope and investment
Less disruption to ongoing IT support
Better planning for future technology needs
A structured transition into ongoing management

It's a model designed to ensure that both ongoing IT management and significant technology change receive the attention they deserve.

How Do Projects Fit Into the Mentis Process?

Projects are a natural part of the Mentis Process:

IDENTIFY → ASSESS → PLAN → IMPLEMENT → SUPPORT → OPTIMIZE

The process helps Mentis and our clients identify what needs attention, establish priorities, plan appropriate investments, implement significant changes and then support and optimize the resulting environment.

At a high level:

Manage what exists. Identify what needs to change. Plan the investment. Implement it properly. Then manage the improved environment.

That's how Mentis approaches technology as an ongoing business function rather than a collection of disconnected support tickets and one-time projects.

Learn more about Fully Managed IT Services and Co-Managed IT Services.

Details and case examples are on the IT Project Services page.

Have a question about your own environment? Schedule a consultation with Mentis Group or call (866) 901-7808.