How to Propose a Technology Project, Get It Approved and Scheduled
The purpose of the IT Request Process is to ensure your department’s needs are articulated and presented in such a way that the best technology solution can be designed and implemented. The best technology solution will fit not only your department’s needs but the goals and objectives of the University. Not all requests need the "full treatment" described below. Some projects are complex, others are simple and straightforward. This process accommodates both kinds.
Step 1. The Requesting Department Recognizes a Need and Proposes a Solution
You recognize an un-met business need, an inefficient business process, or a problem to be solved and wish to request a technology solution. Contact University IT Services for help in developing your proposal and preparing it for submission.
Step 2. Getting Approval and Sponsorship for the Solution
Your proposal will be documented in the IT Project Request form. The completed form requires signature by the head of the department and the division V.P. The sign-off indicates executive sponsorship, meaning the executive agrees the project fits in with division priorities and goals, will make department personnel available to work on the project, and will provide a budget if needed.
This is the first of several Go / No Go decision points your department and division head need to agree with the project request.
Step 3. Request Is Submitted to IT
The signed IT Project Request form goes to University IT Services who will assign a Client Services liaison to work with you to flesh out the details on how the solution should look, feel, and behave. This is known as gathering "functional requirements". Requirements are used by IT to come up with the technical design and specifications, and it allows them to develop an estimate of work, time, and costs. The deliverable of this step is a Requirements Document.
Step 4. IT Assesses Feasibility and Reviews Proposal with Sponsor
The Requirements Document is attached to the IT Project Request, and they go to the UITS Executive Director and/or the CIO who, along with the project sponsor make the next Go / No Go decision. This is based on the proposed design, technical specs, and the estimate of work, time, and costs developed in the previous steps.
This is the second Go / No Go decision point.
Step 5. Approved Requests Become Projects
If approved and if it’s a large project, IT will work with the requestor to create a project team and designate a team leader. The team leader and their Client Solutions liaison will develop a Project Charter and/or Statement of Work. This is written confirmation of the scope of the project, and the decision-making and budget process. It is also the basis for developing a project plan. A project plan shows the work to be performed, over what period of time, and the people who will be assigned to do it.
For smaller or simpler projects it will be sufficient to have agreement on the scope of work to be performed and a project plan.
Step 6. The Charter or Statement of Work and Project Plan Is Presented
The Charter or SOW with the project plan goes to the CIO and the Executive Sponsor for review and approval. This ensures that all parties are clear on the extent and nature of the work to be performed, by whom, with what, and by what date.
This is the final Go / No Go decision point for the sponsor and the CIO.
Step 7. The Project Is Launched
On the scheduled start date, the project begins. The team leader assigns tasks to team members and establishes guidelines for meetings and status reports.