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All potential IT projects should be submitted through our IT Project Request form. The objective of the request is to provide IT with the information necessary to determine the initial size and complexity of the project, classify the project and route the next steps.
Once the form is received, we will follow the process below to gain a better understanding of the request and the required resources in order to make an informed decision about next steps. Project requestors will be kept up-to-date throughout the process.
Download a Quick Reference sheet of the process.
Status: REQUESTED
Intake Stage: Investigating - Gather and review project request information
- Information submitted via the IT Project Request Form is reviewed.
- Requestor contacted to learn more and to confirm sponsor, IT priority, and requested timeline.
- Sponsor contacted to confirm they are aware and supportive of the request.
Intake Stage: Initial Review/Approval - Decision point for directors
- Decision point for the director(s):
- Yes = Agree to explore next steps.
- No = More information needed, request is not supported or put on hold.
- Information in the project card is confirmed based on the requestor and is tentative.
- Director(s) will be notified through a @callout in the comments of the project in ClickUp. Active requests for review can be found on the Requests Dashboard.
- Director(s) should respond whether they support moving forward with more exploration, share their feedback, and identify potential staff/team involved.
Status: IN PROGRESS
Intake Stage: Gathering Requirements - Needed documents/materials requested
- Request vendor materials
- Send Vendor Questionnaire to vendor to complete
- Request preliminary SOW
- Request terms for redlining (Word)
- Request vendor to sign SPR
- Request HECVAT
- Determine IT resource impact
- Determine project complexity (rubric)
- Determine work needed (SOW)
- Schedule IT/vendor Q&A meeting
Intake Stage: Reviewing Requirements - Review vendor materials
- Terms and Information Security requirements reviewed and negotiated and SPR signed (if applicable).
- Meeting scheduled with vendor and identified IT staff/team to review/negotiate requirements, scope, timeline, etc.
- Project complexity rubric is applied (Low, Moderate, or High complexity)
Intake Stage: Final Review/Approval - Decision point for directors
- Yes – Accept as requested = Commit to project. Director(s) appoints project lead/manager.
- Yes – With changes/recommendations = Requestor agrees to changes/recommendations, then commit to project. Director(s) appoints project lead/manager.
- No – More information/changes needed to accept = Goes back to requestor for follow-up discussion, and then comes back to director for decision.
- No – Request is not supported = Request is cancelled, and the reasons are communicated to the requestor.
Intake Stage: Committed - Agree to complete project request
- Assigned Project Lead/Manager completes project plan (team, scope, communication needs, change management needs, deliverables, etc.).
- Project lead/manager becomes responsible for updating the task card when things change/update start/end dates, Project Phase
- Project (Task Card) moves from the Request list to the Committed Work list.
Status: COMMITTED
IT has committed to the work needed to complete the project. Project is moved to the Committed Work list or added to an IT department's list depending on the project priority. Active projects can be viewed in the IT Project Portfolio (public view).