Project Request Process

What is an IT Project?

Projects are unique, temporary endeavors that have a defined scope that is conducted within a specific timeline. Projects accomplish a specific goal, usually to solve a business problem.

IT Projects are a collaboration between IT and other university departments and MUST have a defined business owner who can identify the functional requirements and success factors. The business owner is responsible, along with IT, for the success of the project. Additionally, to be considered, projects must have the approval of the dean, administrator or director who is the project sponsor.  There are two main categories of IT projects:

1. New functionality (Examples: software application, service, or system of any type)

These projects often involve one or more of the following IT activities: review of technical requirements, installation and configuration of a software and/or hardware system, integration of a system or service into the enterprise network, enterprise authentication, data feeds from enterprise systems (Banner, EMR), installation and configuration of hardware.

If you are thinking about or have identified a new application or service for your department, please include IT in the evaluation. Even if you have already identified the solution and it is funded, there are functional and technical issues to consider before you purchase the product.

2. Change to an existing software application, system, program, report or service (Examples: any software or system, software or hardware that is established in production now but requires upgrade or functionality enhancements)

These projects could be changes required by the vendor such as upgrades or enhancements requested by the business owner. Changes include functionality upgrades to systems and services (hardware and software), including changes to code, logic, or architecture of an application or report.

Request Process for IT Projects

In addition to belonging to one of the two project categories above, a project request that meets the following criteria will be reviewed/approved by the appropriate Governance Committee.

Requests that do not meet any of the below criteria will be reviewed internally by the appropriate IT area.

  1. Work requiring more than 40 hours (five working days) of IT resource time
  2. Cost > $5000 (not including IT staff resource time)

Identification of project impact:

  • Strategic alignment
    Grow UT Reputation and Prominence Grow Research Funding
    Grow Enrollment
    Increase Retention and Graduation Rates
    Reduce Administrative Overhead
  • Mission critical
  • Business critical

Complete the Submit Project Request.  Please make sure the Project Sponsor is clearly indicated and has approved the request before you submit. You and the Project Sponsor will receive an acknowledgement within twenty-four hours.  However, please allow 4 weeks for DTAS to review and develop a project scope prior to the next governance meeting.

What happens after you have submitted your request?

Your request will be reviewed by IT and if appropriate, sent to one of three Governance Committees (Academic, Administrative, or Clinical) for final evaluation, approval and prioritization. Some of the factors in the evaluation process include:

  • Compliance to fulfill regulatory, audit, accreditation requirements
  • Strategic alignment (reference: UT Strategic Plan)
  • Benefit (return on investment)
  • Risk (technological, scope of change)
  • Resources (skills, expertise, estimated staff hours)
  • Time frame
  • Constraints and dependencies

At the conclusion of the review you will be contacted by the IT Project Management office with the outcome of your request and to discuss next steps.

Last Updated: 6/27/22