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Information Technology Services Project Request

Project Request Form Overview

To better support the implementation of new projects at University of Dallas, the Office of Information Technology Services has created an ITS Project Request process. The project request process will ensure proper tracking of requested projects, approved projects, and in progress projects. The Information Systems team will be utilizing suitable project management techniques to assure defined projects are being delivered based upon resource availability, identifying critical tasks,  keeping the project on track for delivery, identification of communication plans and training needs, and capturing lessons learned to be used in future projects. 

Should I submit a Project Request or a Support Ticket?

Project Request - Most projects consist of a number of steps. A project is temporary in that it has a defined beginning and end in time. A project is unique in that it is not routine operations, but specific set of tasks designed to accomplish a singular goal.

Examples of Projects:

  • Developing a new product or service
  • Implementing a new business process
  • Implementing a new software or integration 

Support Ticket - A support ticket should be entered for routine operational support. Operational support tickets  is a generalized term and refers to work performed by Information Technology teams. Typically support tickets are created to interact and track end user support issues. 

Examples of a Support Ticket:

  • Software installation 
  • Desktop or peripheral installation or repair
  • New report creation 

How do I submit a Project Request? 

At the bottom of this page click the orange "Submit an ITS Project Request" button. You will be redirected to a Qualtrics form. Once submitted the Information Technology Services team will review the request and reach out with next steps.

What is the timeline for review?

Project requests are reviewed by ITS every two weeks and are considered in the context of university priorities, other requests from the same client, the academic calendar, ITS work in progress, capacity, and scope of the request. A representative from ITS will follow up within three business days of reviewing requests to inform you if your request has been approved, denied, or requires further clarification. If you have any questions or concerns ahead of the review please reach out to . 

Why do we have to now submit a Project Request?

To maximize and plan accordingly, the ITS team needs to understand core details of a project, allowing proper resource allocation, and end user expectations. 

How do I submit a Support Ticket?

What are the Phases of the Project?

Initiation Phase 

The initiation phase is setting the foundation for later success of the project. During this phase of the project there will be identification of need or problem that the project will solve. Secondly, the information systems team will be able to identify if the project is feasible and will solve the problem.

  • Identify key stakeholders supporting the project
  • Develop high-level project objectives, constraints, and risks
  • Formally authorize project, and project team
  • Kick-off project

Planning Phase

The planning phase allows the project team to establish project milestones, perform risk analysis, define tasks and responsibilities. One of the most important project phases is proper planning. Identifying risks can also help in identifying any roadblocks for successful implementation.
  • Develop & Refine Scope, Quality, and Project Schedule
  • Plan Risk Management & Communications
  • Assemble project team

Execution Phase

The execution phase is when we get to work with our project defined teams. This stage of the project takes the plan and puts it into action. During the execution phase keeps the team on track, manages the teams work, and manages the timeline making sure we complete the project based upon the original plan.
  • Manage project work
  • Monitor Progress and Control Changes
  • Manage Project Risk and Stakeholder engagement

Closing Phase

The closing phase is the final stage of the project. This is where the project team will hand over the delivered project to go into operations.
  • Deliver the project within defined scope
  • Document Lessons Learned
  • Release Project Team
  • Close Project and Next Steps

What comprises a Project Team?

Project Sponsor

A project sponsor has a demonstrated interest in the outcome of the project and responsible for securing spending authority and resources for the project. The project sponsor initiates the project request process, is the decision maker for the project, supports the project manager, approves deliverable, and signs off on approvals to proceed in each project phase.

Project Stakeholder

A project stakeholder can be a individual, group, or organization that may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project. Project stakeholders can be internal or external in nature. Not all stakeholders will come into play during a project life-cycle, but identifying them early can assist with project buy-in and expectation setting. Stakeholders will vary with each project that is being requested. You might consider the following examples of a project stakeholder:

  • Project Manager
  • Team Members
  • Executives, Directors, or Managers
  • Vendors
  • Consultants
  • End Users

Project Team

 A project team is an organized group of people who are involved in performing shared or individual tasks of the project as well as achieving shared or individual goals and objectives for the purpose of accomplishing the project and producing end results. The project team is responsible in move the project toward successful completion.

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