For major IT project request submissions, the submitter will need to consider the following information:
Divisions/Departments draft requests
Each division or department will need assemble a case for each project and procurement request. Draft cases will need to include (but are not limited to) the following information:
- Names of the project sponsor & product owner
- Rationale for the project or procurement
- List of benefits & risks
- How the request supports Stanislaus States' strategic priorities
- How the request supports the submitting division’s/department’s goals
- Analysis of impact on resources (people, equipment)
- Costs (one-time and annual; description of funding sources)
- A preliminary list of requirements & features that need to be delivered
- Proposed project dates (start, go-live, end) & milestones
- List of vendors that have been/will/could be evaluated
- How the success of the project or procurement will be measured
Divisions/Departments assess, evaluate and review their draft requests with OIT
Upon submission of the first drafts, an IT project manager, OIT director, and/or one or more OIT staff members will be assigned to each case to assist the requester in assessing the IT impact of the project in more detail. OIT request assessment will need to include (but are not limited to) the following questions:
- What are the accessibility, infrastructure, data, security and other IT-related impacts of this request?
- Are project/product/service requirements & deliverables clearly and sufficiently defined?
- What OIT resources will be required to create & support the requested features, and when will these resources be required?
- Are the OIT resources available in the time frame?
- Have potential vendors, products or services been evaluated?
- Do the vendor, product or service meet Stan State standards and guidelines for IT?
- What other CSU campuses are using the product or service?
- What will the product owner and OIT’s roles be in ongoing support, maintenance and funding of this product?
During the OIT assessment process, the project manager, sponsor and product owner shall be responsible for:
- Acting as the primary liaison between the requester, OIT, Procurement, and prospective vendor(s)
- Organizing, scheduling and leading meetings between prospective vendors, procurement, OIT staff and stakeholders
- Gathering and organizing documents, data and examples, from vendors and stakeholders
- Coordinating the evaluation of vendors, if required
- Assembling and prioritizing lists of functional requirements
- Organizing, scheduling and leading product or service demonstrations or tests
- Organizing and leading client reference interviews with functional and technical staff
- Obtaining & reviewing proposals from vendors
- Reviewing contracts and ensuring that Procurement has the information necessary to complete contract review
OIT Governance Committee review and approval
- The IT project manager will deliver the project & procurement requests to the appropriate OIT Governance Committee(s)
- The IT Governance Committee(s) shall meet to review, prioritize, and score the submitted requests of each project
OIT AVP presentation to President’s Cabinet for approval
- The OIT Associate Vice President will review the request, recommendations & prioritization of the OIT Governance Committee(s) and present a consolidated, prioritized list of requests to the President’s Cabinet for final review and approval
- The Cabinet will approve or deny each request and adjust prioritization as necessary to ensure strategic alignment. Denied requests may be edited based on Cabinet recommendations or re-submitted at a later date
Work Begins
The approval of Cabinet gives authorization for OIT to work on the project. The next steps are requirements for work to begin:
- The request must be staffed (i.e., IT project manager and OIT staff are assigned)
- The request must be scheduled (i.e., OIT staff time has been blocked to accommodate for the project)
- Funding for the request must be available (if funding is required)
- The product owner and relevant customer stakeholders are available to actively work on the project or procurement within the designated time frame
If you have any questions, please email Dan Olivas in the Office of Information Technology. If you would like to submit an IT project request, please click here.