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Project Request Criteria and Process

To determine if the work you are requesting from ITS qualifies as a project rather than routine operational or support work, please refer to the project criteria below. If, based on the criteria, you believe your work request is likely to be considered a "project," you must route your request following the process as described by your Division. The ASC recognizes that projects come in a variety of sizes and complexities and may allow for more streamlined, less structured processing for small, contained work efforts.

Types of Projects

ITS works collaboratively with clients in one of four ways: Regular Project, Small Project, Microproject, or Standard Service. Regular Projects typically involve work performed by multiple ITS skillsets, or a single skillset for more than 80 effort hours. Small Projects typically require a single skillset (typically within MIS or ODM) and less than 80 effort hours of work. Microprojects are expected to require less than 16 effort hours for one skillset, and are tracked together under one small project for each division per fiscal year (named "Microproject - Division - FY"). Standard Services are well defined pieces of routine work, i.e. creation of a virtual web host, fulfilling an account request, providing SQL Server space.

All project requests will come before the Project Review Committee (PRC) for review. The project will be determined to be a regular or small project by ITS depending on the scope of work. The Divisions will then prioritize the regular and small projects for ITS.

Service requests that are not projects may be submitted directly through 6-Tech using the following link:

Project Request Criteria

  1. New client functionality in the form of a new software application, system, program, report or service

    • These projects often involve one more of the following: New Servers, New software application loading/configuration/administration, integration to our network, use of UNCG enterprise authentication, data feeds from enterprise systems such as Banner. Even departmental requests for smaller applications require the coordination of the same resources to complete successfully.
    • Examples:New application for your department that requires its own server either virtual or physical
  2. Enhancement or change to an existing software application, system, program, report or service

    • Changes could be vendor required/suggested upgrades/patches or client requested functionality and may include changes to a service or application's logic, architecture, infrastructure or integration points or code modification of a UNCG-authored program or report. Depending on the complexity of the changes and the user impact of these changes, these may need to be managed as ITS projects.
    • Examples: Ad Astra, StudioAbroad, any software that is established in production now but requires and upgrade to a new (or the next) version; the inclusion of additional data elements in an interface or report.
  3. Client research or evaluation request

    • Requests for ITS to lead or participate in product evaluation and recommendation activities in anticipation of a future client purchase and implementation are also projects. In some cases the request may involve a new technology that is on the horizon and clients want to have more in-depth research on the technology before investing further in it. These activities better ensure that applications, products or technologies can be integrated within our environment successfully (or alternatives can be considered) and prepare both clients and ITS groups for potential future implementation projects.
    • Examples: Enterprise Imaging Evaluation, Outsourcing Student Email Feasibility

Project Request Process (.docx format)

Project Process Diagram (.pdf format)

When Will My Project Be Worked On?

Regular Projects are worked by ITS following the Divisional Priority list in order. Divisional Representatives provide information about scheduling constraints such as desired time frames for implementation, availability of funding, and availability of clients to participate in the projects. Regular Projects that have gone through Sizing and Scoping, are typically scheduled during periodic ITS PRC scheduling meetings (4x per year). Once a project has been scheduled ITS informs the Client and Divisional Representative of the scheduled start date, and if it is known at the time, a projected end date.

Small projects are worked "in and around" Regular Projects. Small projects are scheduled on an ad hoc basis directly between the client and an ITS manager within the ITS work group (often MIS or ODM), as appropriate ITS resources become available. Divisional representatives are expected to provide information about scheduling constraints such as desired time frames for implementation, availability of funding, and availability of clients to participate in the projects. ITS will attempt to follow the priority order established by the Division, however ITS managers, in consultation with the Divisional Representative, may execute Small Projects out of priority order based on one or more of the following factors: remaining bandwidth of ITS resources available after Regular Projects are scheduled; "fit" between available ITS staff and the particular project due to functional module or technology specific knowledge; and availability of clients to participate in the project.

Standard Services are provided typically on a first in first out basis. Delivery time on standard services varies depending on the service and the ITS working group. If you have specific questions about when your request may be fulfilled please contact the ITS person assigned your request.