Project Request Process Outline

Information

The project intake process moves away from a one size fits all approach to reviewing project requests and instead categorizes projects as either level 1, 2 or 3 based on four criteria: expenses, time, integrations (complexity) and impact. All requests are still vetted for feasibility, resource allocation, security, licensing and alignment with the college’s mission, goals and student learning outcomes, regardless of initial classification.

The primary goal of this change is for the GRCC Information Technology Department to better serve our internal users. By allowing requests throughout the calendar year, the GRCC IT Project Management and Leadership teams can more accurately allocate resources, schedule project work and accommodate smaller scoped requests that may be completed shortly after requested.

Process

Request Process

  1. Project requests may be submitted at any time throughout the year. It is the responsibility of the requester to ensure any required budgetary funding has been secured prior to submitting a project request. Please use this Link to access the project request service.
  2. All requests will begin the preliminarily review process within 14 business days
    1. Request will be assigned to a Project Manager
    2. Project Manager will assemble a Project Review Team (PRT) consisting of IT Directors and team members
    3. The PRT will conduct a discovery meeting with any applicable stakeholders, vendors, and subject matter experts
    4. The PRT will use the information gathered in the discovery meeting along with the rubric below to determine the appropriate request category
The following outlines the criteria used to determine what category should be assigned to each project request.
Request Level Time Integrations (complexity) Cost Impact Review 
Level 1 - Small Requests (all must be true) can be completed in less than 3 months integrates with 1 or fewer common integrations less than $25,000 <25% Mandated requests are fully reviewed within 30 days
Level 2 - Medium Requests (all must be true) can be completed in less than 6 months integrates with 0 or multiple common integrations less than $25,000 <50% Fully reviewed quarterly
Level 3 - Large Requests (any are true) greater than 6 months to complete more than 1 integration with existing systems greater than $25,000 >50% Fully reviewed bi-annually in June and December

Review Process

  • Level 1 - Small Requests which can be completed in less then 3 months, cost less than $25,000, have 1 or less common integrations and impact fewer than 25% stakeholders.
    • Requests to be fully reviewed within 30 days of submission.
    • Security & technical feasibility reviewed.
    • Approval completed by Project Review Team.
  • Level 2 – Requests which can be completed in less than 6 months, involve low complex integrations, have a cost less than $25,000.00, and impact less than 50% of stakeholders.
    • Requests to be fully reviewed quarterly.
    • Security, technical feasibility and resource allocation used to score project
    • EBCO’s notified on all requests
    • Requests are approved by the Project Review Team (PRT)
  • Level 3 – These are large projects which may meet any of the following: greater than 6 months to completion, cost $25,000 or more, high level of complexity and high stakeholder impact.
    • Requests are fully reviewed within 6 months of submission, either in June or December.
    • Security, technical feasibility and resource allocation all used in review
    • Campus impact, student impact, alignment with college strategic initiatives and goals, and impact on enrollment and revenue all used in scoring.
    • Scored and prioritized by Chief Information Officer (CIO)
    • PRT determines feasible number of level 3 projects which can be completed with existing resource capacity
    • Requests presented to executive leadership prior to final approval of any level 3 project request

Approval and Scheduling

If a project request is approved, it will then move to the scheduling phase before becoming a project. Please note there are several factors which determine project scheduling as outlined below. Approved requests are NOT first come first serve.

  • Resource capacity is the primary driver for project request scheduling. Certain IT teams and resources tend to have much more project work than others. This means work may begin on certain projects before another depending on the resources involved.
  • Urgency - mandated projects will take precedence over level 2 and level 3 projects. 
  • Impact - projects impacting a larger number of stakeholders may be prioritized ahead of those with fewer stakeholders.
  • External influences - certain projects may require scheduling with 3rd parties which may influence when a project is scheduled. Supply chain issues may also impact the schedule of project work.
  • Department priorities - departments with multiple approved projects may work with the Project Review Team to prioritize the scheduling of their requests.
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