IT Projects
Each year the Office of Information Technology (IT) receives numerous requests for special projects from all areas of the University. In order to optimize the value to the University and most effectively use IT resources, a process has been established to formally review and assess these requests in order to determine which ones will be taken on.
Process
In 2012, the review process has been modified in an effort to enhance communication, increase transparency, and more effectively respond to shifts in institutional priorities. Instead of looking at a year's worth of projects, the fiscal year will be broken up into three 4-month periods as shown below:
| Period 1 | Period 2 | Period 3 |
| June - September | October - January | February - May |
Project review meetings will be held with each SJU division on a regular basis according to the information services needs of that division.
To facilitate this approach, the following schedule has been established for project request submissions, review, and approval.
| Project requests due: |
1 ½ months before start of period (Approx. Apr 15, Aug 15, Dec 15) |
|
ESAC review: Prior to the ESAC review and ITAC approval, projects will be ranked within the portfolio according to the project ranking criteria with resource and cost estimates applied. |
3 weeks before start of period (Approx. May 8, Sep 8, Jan 8) |
| ITAC approval: |
2 weeks before start of period (Approx. May 15, Sep 15, Jan 15) |
Ranking
In 2009, with the Information Technology Advisory Council (ITAC), a formal project ranking process was established to identify which project requests would be accepted based upon the value to the University. This value is determined by evaluating each request based upon nine criteria, with each criteria weighted based on importance as determined jointly by ITAC and IT leadership. Full details of the ranking criteria is available in the following document:
Resources
In order to determine which projects can be accommodated during the period, the amount of available “project” days is identified for each resource type. The number of "project" days for each resource is determined by taking the number of total work days available during the period and subtracting the days required for 1) support activities (i.e. fixing problems), 2) administrative/personal time (i.e. meetings, sickdays, vacation), and 3) other work requirements (i.e. administering systems).
Portfolio
| Current | Previous |
| FY2013 - Period 3 (DRAFT) |
Submit a Project Request
- Log into MySJU
- Click on the School Services tab
- Employee Services or Information Technology Channel
- Click on Create Project Request
The project status, IT resource the project is assigned to, and the project comments will be maintained by IT and can be reviewed in MySJU. Additional users can be setup to review submitted project requests.