Overview
An IT project or software application request is defined as a temporary assignment that:
- Has a clearly defined beginning and end date
- Fulfills a defined objective to improve business processes or aligns with the University's strategic goals
- Provides a gap in technology resources available to the campus community
- Incorporates significant changes to the technology architecture offerings through new or existing systems
- Is not currently an application that is provided as a standard IT application or is a request to change from an existing application
IT projects/applications are more complex than IT tickets, and therefore require an extended period of time to properly work through the associated tasks outlined. For an issue with low complexity, please submit an IT ticket.
Non-Standard Software Application Request
To ensure software purchases are aligned with university strategy, operational needs, budgets, and policies, Florida Tech IT requires all non-standardized software purchases be reviewed by the IT Governance Council. (See standard software list.) No software should be intentionally reviewed/evaluated without prior approval from the IT Governance Council.
This will help prevent unauthorized purchases and provide visibility into spending by evaluating approvals before any software is purchased, ultimately helping to reduce costs, maintain compliance, and secure data.
Project/Application Request Review by PMO
The IT Project Management Office (PMO) is responsible for coordinating the review of all project/application requests. This review includes:
- Determination if the Project/Application Request meets the criteria of a Project/Application. If it doesn't, the request is denied and the requestor is advised to submit it as a ticket, not a project.
- Determination if the Project/Application Request is complete or has enough information to proceed.
All Project/Application Requests will be sent to the IT Project Management Office (PMO) for further analysis.
Project/Application Analysis
The IT Project Management Office (PMO) will contact the Requestor to help further scope the project/application request and outline desired outcomes or expectations, due dates, resources, timelines, and budget constraints.
Project/Application Review by IT Governance Council
After Project/Application Analysis is performed by the PMO, the request will be submitted to the IT Governance Council for strategic and operational fit into the IT services, support, and budgetary structure.
After Submission and IT Governance Council Review
RFP/RFQ process: A Request for Proposal (RFP) or Request for Quotation (RFQ) may be required to gather detailed information from vendors.
Evaluation criteria: Establish clear criteria for evaluating vendor proposals, such as functionality, pricing, implementation timeline, and support.