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Technology Project Call Process
The IRT Project Management Office (PMO) team manages campus technology project intake on an ongoing and annual basis to capture, evaluate, and prioritize proposed ideas for campus technology projects, products, and services.
Technology Project Requests
New technology purchases and service requests can be submitted year-round through the Project Request Form. IRT's PMO team also regularly works with representatives in each division on project requests, which are formally submitted through this process.
For any project requests which cost $5,000 and up - or involve campus accounts or infrastructure (including those sponsored or implemented by the Chancellor's Office) - they need to be submitted as a project and will additionally go through the technology project prioritization process.
Getting Started
Prior to submitting a project request, please review the Project Criteria guidelines and the Project Summary Worksheet to help guide your request:
Annual Technology Project Call
Throughout the year, the team collaborates with campus division representatives to submit and prioritize technology project requests, and during the annual Technology Project Call, each division is welcome to submit technology project requests - strategic and cross-divisional projects encouraged - and/or any mandatory/out-of-compliance projects to be completed in the next fiscal year. Requests made through the Technology Project call are also aligned with the Annual Budget Call.
This collaborative intake process helps determine the number of projects IRT is able to commit to through transparent planning, budget alignment, and resource capacity, as well as to ensure:
- Proper resourcing, sponsors, and approvals
- Budget allocation and total cost of ownership (TCO)
- Documentation and planning
- Compliance and testing
- Change management
- Defined ownership and ongoing maintenance
| Date | Action |
|---|---|
| Dec 1-Feb 1 | Divisions invited to submit project requests via the IRT Project Request Form. |
| Feb 15 | Divisions submit any cross-divisional projects and associated budget to IRT. |
| Feb 1-Mar 1 | IRT PMO works with divisions to complete the Project Summary form that includes project scope, roles, responsibilities and TCO. |
| March 10 | Division VP sends memo to IRT VP & CIO summarizing their division's project requests. |
| March 15 | Annual Budget Call deadline. |
| April 1 | IT Advisory Board prioritizes project proposals. *Mandatory/out-of-compliance projects aren't part of the prioritization process and are added to the final project list. |
| April 30 | Cabinet reviews and approves project proposals for the fiscal year. |
Divisional IT Project Representatives
Each division has identified staff who partner with IRT to collect, prioritize, and submit divisional project requests.
| Division/Area | Representative(s) |
|---|---|
| AA | Rebecca Cameron David Ziegler |
| ABA | Margaret Hwang Machelle Martin (for HR projects) Brent Moffatt Michelle Dungca Felicia Johnson |
| CCE | Pam Wimbush |
| Division of the President | Athletics: Carl Reed II Enrollment Management: Shiva Pillai, Tara Hardee Theodoro, Enzo Vernone Inclusive Excellence: Michael Nguyen, Jennifer Murchison, Alexandra Owens President's Office: Mark Wheeler, Kristen Tudor, Nikki Kamsouksay |
| SA | Suzy Valdez |
| UA | Hannah Kook Sharise Harrison |
| UEI | Martin Flores John Melikian Terry Stevens |
Technology Project Prioritization Process
Process Overview
The Technology Project Call process runs from December - April each year. Divisions are invited to submit their prioritized new project requests from December 1 - February 1 to IRT which are then evaluated and prioritized by the IT Advisory Board and approved by Cabinet.
Technology Project Call & Prioritization Steps
Projects are "sized" (Small, Medium, and Large). View this helpful grid to determine your project's size:
How Projects are Prioritized
The IT Advisory Board is responsible for scoring project proposals. Based on the scoring results, and the capacity of IRT and divisional staff resources, the IT Advisory Board prepares a prioritized project list that is reviewed and approved by the Cabinet.
Total Cost of Ownership (TCO)
To forecast expenses for campus technology projects, we use an operational and planning model called TCO (Total Cost of Ownership), which combines current actual spending, and projected costs five years ahead.
- All project submissions will ask for estimates of staff (FTE's) and money during implementation and for ongoing maintenance.
- The IRT PMO team works with divisions to determine the estimated TCO for projects to ensure budget support is in place through purchase, implementation, and ongoing maintenance, and divisions provide these determinations to their budget authority to include in the Annual Budget Call requests.
Get Support
Need a consultation or help submitting a project? We're here for you!