Submit a Project

Defining "Information Technology Project"

KU Information Technology defines projects as temporary endeavors that have unique outputs, and are considered "one-time" efforts. Projects differ from operational efforts, which are ongoing activities that happen with regular occurrence, and are considered repetitive.

IT Projects are defined as above, which meet any of the following criteria:

Service

• Implements a new technology-based service
• Changes an existing technology-based service
• Replaces an existing technology-based service

Use of technology resources (hardware / software / network)

• Effort that connects to or integrates with KU data
• Effort that uses the KU network infrastructure
• Integrates with KU technology systems or services in general
• Efforts where they end-user or system / service administrator is KU
• Efforts which require IT staff resources to be utilized for non-operational work

There are also additional IT Project requirements for the Kansas Information Technology Office (KITO). Those requirements are mandatory for state agencies and institutions. KU IT will assist and coordinate the filing of information for KITO projects.

Submitting an IT Project

Please submit your IT Project request in TeamDynamix by completing the initial intake form. You will need the following information:

• Project Title
• Expected Start Date
  Target Completion Date
• Describe the project (provide details on what you are proposing and why)
  Is the target completion date driven by calendars or deadlines - For example: academic calendar, license agreements (Leave blank if project will determine end date)
• What KU IT units will be involved (if known)?
• What KU units will be involved (external to IT)?
  Who will lead this project?
• Who is the sponsor of this project (who makes decisions for the project)?
• Who is the contact for this project (if there are additional questions)?

For smaller projects, this is all of the information that will be necessary. For larger projects which are service-impacting, IT staff will reach out to collect the following information for the Business Case:

• Service Information (check all that apply):
  • Will this expand an existing service (if so, enter service name: _______________)
  • Will this replace an existing service (if so, enter service name: _________________)
  • Does this project discontinue an existing service (if so, enter service name: ____________)
  • Is there a duplicate service already at KU? (if so, enter service name: ______________)
  • Will this impact end-users? How?
• Do you have approved funding for this project? (Yes / No / Not Applicable)
  • What is the estimated budget for this project?
  • One-time cost or spread over how many years?
  • Estimated on-going service support costs
• Strategy and Benefits
  • Does this project align with a KU strategic initiative, or a KU IT strategic initiative?
  • What is the benefit of performing this project
  • Are there cost savings associated with this project (if so, what cost savings)?
• Business Risk Assessment (based on proposed KITO requirements)

If there is any supplemental information or documentation available, please provide that as well. The more information submitted upfront, the faster and more thoroughly KU IT can perform the necessary reviews.