Submitting a Technology Project Request (How-to)

When a new technology idea for a project or enhancement is being pursued, the process for vetting and planning begins with the submission of a technology project request. This allows ITS to become involved early in the process to ensure the selection of solid and supportable technology solutions. The steps below describe how to submit a technology project request. For more information on the ITS project process, see our website at www.drake.edu/its/pm/.

NOTE: If you run into any issues submitting the form, please submit your request at http://drake.qualtrics.com/jfe/form/SV_8q5EsdyrTlClCiF


1. Technology Project Request Form

  1. Complete the technology project request form. Required fields are denoted by the red asterisk.
  2. Click Save. (If you have to pause your form completion, see Step 8 for how to return to where you left off.)

Project request screenshot

2. Confirmation of Your Saved Request (Not Submitted)

A pop up message will appear indicating your request created successfully. 

  1. If you are ready to submit, choose the Review and submit this request option. NOTE: If you need to come back and finish the submission later, reference step 8 for retrieving a previously started request. 

Request Created Successfully screen

3. Business Case 

NOTE: There are two ways to submit a project request. Option 1 is more streamlined than option 2.

Option 1 - If you completed the entire technology project request form and do not need to edit or add any attachments. 

  1. A new screen will open with your entered technology project request name indicating it is Not Submitted.
  2. You are now on the Business Case subsection. 
  3. Click Mark Complete and Submit. 
  4. A pop up window appears. Click Mark Complete and Submit.
  5. Skip to Step 8.

Pop up message

Incomplete Sections pop up

Option 2 - If you need to edit the technology project request form or add an attachment. 

  1. A new screen will open with your entered technology project request name indicating it is Not Submitted.
  2. You are now on the Business Case.
  3. The subsections are indicated in the left-hand menu, and any subsections marked with a red square must be completed in order to submit the form.

NOTE - Drake University does not use the Risk Register subsection, just click Mark Complete.

General Subsection screenshot

 

4. Reviewing your Form

  1. Review the General subsection and edit as necessary.
  2. When you're satisfied, choose Mark Complete. Mark Complete saves your changes.

NOTE: Mark Complete places a blue check mark next to the section. At that point, an option to Mark Incomplete and make modifications becomes available.

Reviewing request screenshot

5. Attachments Subsection

  1. Click Attachments in the left navigation.  
  2. If there are no attachments to add, click Mark Complete.
  3. To Add Attachments, click Add Attachments.
  4. On the Add Attachments screen:
    1. Choose the attachment source.
    2. Navigate to find the file.
    3. Select your file.
    4. Click Open.
    5. Repeat as needed for any additional attachments.
    6. You'll see your document was successfully uploaded.

NOTE: After you've added all attachments, click Mark Complete. If you change your mind and need to add more attachments at this point, click Mark Incomplete.

Attachments subsection screenshot

Add attachments from your computer screenshot

6. Review and Submit Subsection

  1. Once satisfied with the General, Attachments, and Risk Register subsections, choose Review and Submit from the subsections menu. You'll see a log of all activities.
  2. If you need to make changes, you can click back to the subsections. Once you are satisfied with all subsections, click Submit.

Review and Submit screenshot

7. Confirming your Request Submission

A pop-up message will appear indicating that you are ready to submit the request for review, and by doing so you will no longer be able to make changes.

  1. Once you’re ready, Click OK (otherwise click Cancel to continue editing).

Marking request as submitted screengrab

8. Request Submitted Successfully

  1. A confirmation screen appears and the ITS Project Management team receives the request to begin the evaluation process. An ITS Project Management team member will be in touch regarding next steps and additional documentation.
  2. Your request is assigned a Request ID number.
  3. Select What do you want to do now?, depending on your next step.

Request Submitted Successfully screenshot

9. Project Requests/Statuses

Want to review previous project requests, make changes to a request not yet submitted, or check the status of your project?

  1. Once you're logged into the IT Service Portal, click on Services.
  2. Go to Project Requests.
  3. You'll now see all current and past project requests and their statuses.

Project Requests status screenshot

10. Additional Documentation

After you submit your request, the ITS Project Management team will review it for completeness and determine what type of request you have made and what additional documentation, if any, is required. You will receive a communication asking for any additional documentation needed.

Additional Documentation Options:

  • For enhancements: An Enhancement Definition Document (EDD).
  • For projects: A Business Case form, Return on Investment spreadsheet, and a Technical Assessment. The Business Case, Return on Investment, and Technical Assessment are presented to ASAC for review and recommendation regarding submission to President’s Council.
  • For regulatory requests: A Regulatory Justification form is completed to document the regulation or legal requirement and corresponding date.
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Details

Article ID: 36086
Created
Mon 8/28/17 3:56 PM
Modified
Mon 8/2/21 11:13 AM