Student Affairs IT Oversight Committee
Project Identification Process
Revised 4/5/2006
Printer-Friendly Project Identification Process & Flow Chart 
Purpose Statement
The goal of the Student Affairs Information Technology Project Identification Process is to expedite and standardize the implementation of Division and departmental projects that have IT components. By devoting time and energy to properly analyze and define a project before committing financial and technical resources, it is more likely that departmental and divisional business needs will be met promptly and successfully. Risks can be identified and mitigated, compatibility can be assured with the Student Affairs/UConn IT environment, and connections can be established to other Division and University activities as appropriate.
Scope Statement
The Student Affairs Information Technology Project Identification Process will be utilized whenever introduction of a new component in the Student Affairs IT environment is proposed or significant modifications in an existing component are requested. Possible projects include the purchase of new software or hardware, creation of a new web site, development of a new custom software application, or making significant changes to an existing service or application. The Student Affairs Information Technology Oversight Committee (SAITOC) is responsible for reviewing project requests and prioritizing the work of the Student Affairs Information Technology (SAIT) department.
Process Overview
Departmental IT Request Gateway Process: Each department, or unit within a department depending on needs, is encouraged to define an internal process by which the IT Request Form is completed and routed to the SAITOC.
Department Completes and Submits an IT Request Form to SAITOC: The requesting department completes an IT Request Form. This form is non-technical and is completed by the requesting department. The form is submitted to the SAITOC chair.
Initial SAITOC Review: SAITOC reviews completed request forms at their bi-monthly meeting. SAITOC reviews the request for completeness. If the form is complete, SAITOC will determine a priority ranking for the request in the Proposed queue. Formal written communication will be sent to the Department Contact and a copy to the Department Head to indicate the priority status of the request. A request being added to the Proposed queue does not guarantee when work will begin on the project.
Ongoing SAITOC Review: SAITOC reviews proposed projects at their bi-monthly meeting. Depending on SAIT resource availability and current environmental demands, SAITOC may do one of three things with a proposed request:
- No Action: Project remains in Proposed queue.
- Request Project Investigation Form (PIF) from SAIT (Analysis queue): SAIT employees complete a more detailed project analysis to assist SAITOC in determining when work can begin on the project. PIF completion is a collaborative effort between SAIT and the requesting department.
- Assign Project to SAIT for Completion: After the PIF has been completed by SAIT, SAITOC may direct SAIT to begin work on the project. In cases of dire urgency, a project can be assigned directly to SAIT for completion without the detailed analysis afforded by the PIF.
SAIT Project Implementation: SAIT next defines a project team and team leader, and the team creates a project plan. The plan will include risk assessment, milestone identification, resource scheduling, and a general timeline. At this point, if it is appropriate, the department/unit will begin the UConn Request for Purchase process, the Request for Information process, or purchase the software or hardware. The purchase process will be included in the project plan and schedule. The project team will assist with the insertion of technical language into any purchasing documents that are created to ensure compatibility with the University and Division infrastructure.
Regular review and troubleshooting meetings will be scheduled between the project team, department/unit employees, and outside entities. Upon completion of the project, there will be a final project meeting to evaluate the project implementation process; suggestions for improving any part of the process will be made.
Printer-Friendly Flow Chart
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Additional Information
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