IT Project Request Form Guide

Summary

This article provides step-by-step guidance for creating IT project requests.

Details

Step 1 - Determine if a project request is needed

IT provides service to the LETU community through service requests and project requests. The vast majority of requests are handled through our standard list of services located in the IT Service Catalog.

A project requires more resources, communication, and time on the part of everybody involved, so you only want to submit a project request if it's necessary.

Projects are used to manage requests that:

• Are not covered by an existing service
• Require resources beyond a standard service request.

If you are unsure if your request requires a project, submit a service request through the IT Service Catalog. If you know from experience that your request requires a project, or if  a member of IT directed you to, please submit a project request.

Step 2 - Access the IT Project Request Form

1. Click this link to open the IT Project Request Form in another window. That way you can have these instructions up while you're filling out the form.
2. Click the 'Start an IT Project Request' button at the right of the screen.

Step 3 - Complete the Approvals Section

The Approvals section describes specific funding requirements that must be met before a project request is considered.

Information you will need to provide:

1. An assertion that your request has been approved by the LETU Purchasing Agent or that it does not require approval.
2. Funding model for your project

Step 4 - Complete the Basic Project Information Section

The Basic Project Information section describes the what and why of your project.

Information you will need to provide:

1. A name for your project
2. Project description
3. Project objective
4. The primary benefit and impact
5. Project justification
6. Project requirements

Step 5 - Complete the Resources Section

The Resources section describes the non-IT employees that will be involved in this project. These will generally be people working on the project in some capacity or need to be informed about the project in some way.

All projects require the requester and sponsor to be actively engaged with the project team and communications on a weekly basis. Many projects require additional non-IT subject matter experts to be engaged on at least a weekly basis to avoid delays to the project timeline.

Information you will need to provide:

1. The name of the project sponsor
2. The department that the project is for
3. Any team members that you know will be a part of the project. (Optional)

Step 6 - Complete the Timeline Section

The Timeline section describes when resources will need to be available for a project. All projects require a start and end date, an explanation as to why that time-line is necessary, and a backup plan.

Information you will need to provide:

1. A start date
2. A completion date
3. A reason for the requested start and completion dates.
4. The consequences if the requested timeline is not met.
5. A backup plan

Step 7 - Save your Project Request

1. After you have completed all fields on the IT Project Request Form, scroll to the top of the page and click the Save button. You should see the Request Created Successfully! screen. 
   
2. IMPORTANT: While you have created a request, it has not been submitted to IT yet. To finish submitting your request, you will need to click the Review and submit this request link and proceed to Step 8 for additional instructions.

Step 8 - Review and Submit your Project Request

Reviewing and submitting your project is a chance for you to review the information you've already entered, provide additional information not requested on the IT Project Request Form, and attach additional documentation.

1. You should see a screen similar to the one below. On the left hand side, you will see a checklist that has to be completed before this requested can be marked as Submitted.
2. Complete the Goals section:
   • If your project does not directly align with a specific LETU Strategic Goal, click Mark Complete and move on to the next section
   • If your project request directly aligns with one of LETU's Strategic Goals (or Strategic plan MCO)​​​​​​, click Goals
     • Click +Add
     • Select a Goal from the list
     • Add Comments.
     • Click Save
3. Complete the Files section
   • If you do not need to attach any files, click Mark Complete and move on to the next section.
   • If you need to attach files, such as research, quotes, diagrams, or approvals, click Add Attachments and submit files as needed. Repeat this process as many times as you need.
   • When you are done uploading files, click Mark Complete
4. Complete the Stakeholders section
   • Stakeholders are people involved in the project, whose interests are impacted by the project, or have influence over the project. If you cannot identify any stakeholders, click Mark Complete and move on to the next section
   • If you have identified stakeholders, click +Add
   • Stakeholders must be associated with LETU. You can search using the magnifying glass or type a part of their name. Select their name.
   • Fill in the Responsibilities/Concerns field, which should include any information you feel is relevant as to this person's stake in the project.
   • You are presented with four checkboxes that help clarify this stakeholder's role in the project. Select all that apply.
   • Click Save
   • You can add multiple stakeholders. When you are done adding stakeholders, click Mark Complete and move on to the next section.
5. Review and Submit
   • You can go back to any section and update information by clicking Mark Incomplete.
   • Verify that all information you entered about the project request is accurate and complete. It is important that everything is correct, because once you submit, you will not be able to modify your project request without the help of IT.
   • Once you are done, click Mark Complete and Submit. You should see the following screen:
     

Step 9 - You're Done! (For the moment.)

Congratulations, that's all we need right now. The Information Technology Leadership Team (ITLT) will review your request for feasibility, and you will be contacted about your request once this review is complete.