Central Piedmont Community College Technology Plan Process vs. Project Request Process
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1 Central Piedmont Community College Technology Plan Process vs. Project Request Process
2 What type of request do I submit? Project or Tech Plan? Project Request Tech Plan You have an idea for a process improvement that involves technology, but you only have requirements not a specific product in mind Technology Equipment needs (ie. computers, projectors, printers, smart classroom, conference room upgrades) You need a technical system developed Software needs An improvement/enhancement to an already existing system Classroom Technology needs
3 Project Request Process
4 The Project Request Process Seven Steps Step Process Submission Departments submit requests via an online request system. Approval Department Manager Approves Project Sponsor Assess Scheduled Cabinet Sponsor of project evaluates need and provides approval. Project is placed in ITS project queue if approved ITS offers consultation services to review and understand client requirements for project. FTE generation, Maximum benefits to students, Efficiencies, Legal mandates, Outsourcing, Costs, and Complexity are considered at this time. Project is scheduled and an ETA for completion is provided to client Completion ITS provides completed project solution based on client requirements Confirmed Completion Client is asked to confirm that the project is completed and requirements for project have been met
5 Project Request Flow Chart Not Approved Client Submits Request Request is sent to Approving Manager Approved by Manager? If approved by Manager, request is sent to the Cabinet Sponor Approved by Cabinet Sponsor? Cabinet Sponsor Denies Request Project is developed and completed Project is scheduled Client requirements are defined Assessment of project request is performed Request is placed in ITS Project Queue Client confirms project is completed
6 Technology Plan Process
7 Collect Assess The Technology Planning Process Seven Steps Step Process Timeline Timeline Departments submit requests via an online request system. IT Services offers consultation services, if needed, for further review and understand their requests. Estimate costs. Through 6/2/14 Through 6/3/13 March 2014 Sept /3/13 9/3/13 Prioritize Decision Communicate Procure Areas Managers, Deans, and VP s prioritize requests for their areas to meet their goals. Prioritized list of requests presented to the College Cabinet for review and approval. Seek funding support. Publish funded list of requests and expected deployment timeline. Initiate procurement. Procure approved requests, receive and settle invoices. June 2014 Sept /3/13 9/6/13 August /9/13 Sept /13/13 Sept 2014 Dec /13/13 12/2/13 Deploy Deploy approved requests Complete by June 2015 Complete by 6/23/14
8 Request Prioritization Prioritization includes an interactive approach, allowing area leaders (Managers, Deans, and Vice Presidents) to review, approve, and prioritize requests. Upon completion, IT Services presents those recommendations to the College Cabinet for approval. The following criteria were recommended for use throughout the process for individuals, area managers, and vice presidents to prioritize their requests. Critical High Medium Low Enhances institutional effectiveness; is critical to student success; is required to meet external agency guidelines and/or a college goal. Enhances departmental effectiveness; is beneficial to student success, and meets a college goal. Good to have; improves efficiency of College services to students and staff. Nice to have.
9 Technology Planning Flow Chart Not Approved Client Submits Request Request is sent to Approving Manager Approved? If approved, request is sent to Technology Planning Team Cost & Feasibility Analysis is performed on request
10 Technology Planning Flow Chart (cont t) Funding is provided based on fiscal year equipment budget Funding Needs are summarized by priority and sent to Cabinet for funding allottment Cabinet Priority is set to Critical, High, Medium, or low Requests are presented to cabinet for prioritization Status of request is changed based on funding allottment Cabinet Denies Request
11 Request is placed in queue for approval and funding for the next fiscal year equipment budget cycle Technology Planning Flow Chart (cont t) Not Approved for Equipment Funding Approved for Equipment Funding Items needed to fulfill request are procured Items are recieved Department can find other funding source to complete request Alternative funding found? Deployment of items are scheduled and completed Request is marked complete
12 If you have any questions about the Project Request or Technology Planning process please contact our ITS Help Desk or
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