IT Project Intake

and Evaluation Process

Overview Presentation

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Agenda

 Welcome and Introductions

 Background and Process Overview

 Intake Form and Scoring Matrix

 Review and Approval Process

 IT Project Definition

Q&A
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Team Members

Yaseen Shareef PMO Manager, Corporate IT

Pradeep Prabhakaran IT Governance Assistant Manager
Khurram Inam Director, Corporate IT

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Agenda

 Welcome and Introductions

 Background and Process Overview

 Intake Form and Scoring Matrix

 Review and Approval Process

 IT Project Definition

Q&A
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Overall Approach

 Two Workgroups were created

• Project Proposal Intake, Scoring and Routing

• Project Prioritization and Recommendation

 Various Sources were used by both groups

• EITDM Materials

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IT Project Intake Process Objectives

 Shared Governance - Collaborative, transparent, expert-based

 Pace/Speed – rapid evaluation and decision-making
 Agility/Flexibility – easily modified/improved
 Duplication – Minimize redundancies
 Infrastucture – Assess impact on IT infrastructure/resources
 Innovation – recognize/encourage innovative services
 Prioritization – no more “one-off” project evaluations

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Scope of Work

 Develop “IT Project Proposal” Definition

 Create Project Proposal Intake Template

 Develop Scoring Methodology

 Determine Approval Routing Strategy

 Route Process Proposal through IT Governance

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 IT Project Intake Process Governance

Information Technology
Information
Technology Committee Steering Committee IT Center of Excellence
(ICOE)
(ITC) (ITSC)

Technology Advisory Groups (TAGs)

Divisional Research Teaching & Learning

(DTAG) (RTAG) (TLTAG)

Infrastructure
(ITAG)

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 IT Project Intake Process

Prepare and Initial Review and Approve and

Submit Review Recommend Prioritize

ICoE &
Submitter TAGs ITSC
TAG Chairs

Confirm Project Gather Supplemental Review and Approve

Gather Proposal Info Classification Information
Prioritize Funding
Get Sponsor Approval Identify “Flags” Cross-TAG Review Requests

Submit Proposal Determine TAGs Present to TAGs

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IT Project Intake Process Workflow

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Value to Stakeholders

 Highlights the existence of similar services

 Provides better visibility for resource planning
 Better framework for collaboration and transparency
 Identifies impact on campus infrastructure
 Allows for early detection of Cybersecurity needs
 Visibility to IT Services/Projects Repository

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Agenda

 Welcome and Introductions

 Background and Process Overview

 Intake Form and Scoring Matrix

 Review and Approval Process

 IT Project Definition

Q&A
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Who Can Submit a Project?

 Divisional Directors or equivalent have authority to submit

 They can delegate that authority as necessary
 The Divisional Directors should receive a copy of the proposal
 Each proposal should have a project Sponsor
 The Sponsor must approve the submission
 Divisional Director and Sponsor must be entered on the form
 Both will receive an email notification of the submission

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Intake Form

Intake Form includes:

• Project Name and Description
• Contact Info
• Reasons for the Project
• Service Catalog Info
• Cost and Effort Estimates
• Scope Information

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IT Project Intake Form - Template

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IT Project Intake Form - Template

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Scoring Process

Scoring Process
• 10 Questions will be weighted and scored
• Each Question will be scored on a scale of:
o 1 – Low Impact
o 3 – Medium Impact
o 5 – High Impact

• Aggregate Score determines initial Project Classification

Aggregate Score Project Classification
34 - 99 Low Impact
100 - 139 Medium Impact
140 - 170 High Impact

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Scoring Matrix

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Agenda

 Welcome and Introductions

 Background and Process Overview

 Intake Form and Scoring Matrix

 Review and Approval Process

 IT Project Definition

Q&A
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Initial Review of Proposals
 An Initial Review group will review incoming proposals
• Center of Excellence
• TAG Chairs
• Others as necessary (Ex: Enterprise Architects, SMEs, etc.)

 Initial review will focus on the following

• Confirmation of Project Classification
• Determine which TAGs need to review the proposal
• Identify any “flags” for additional review

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Identification of “flags”
 Initial review will focus on proposals that need further
scrutiny and identify those that raise ”flags”
• Duplicate existing services and/or projects
• Have the potential to become company-wide services
• Significant impact on the IT resources/infrastructure
• Seek campus funding
• Qatar policy compliance implications

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Cross-TAG Group Review

For Proposals that require further scrutiny

• Cross-TAGs Review Group
o TAG members
o Non-TAG members
o Subject-Matter Experts (SMEs)
o External SMEs if necessary
• May also engage Proposers/Project Sponsors
• The focus will be to investigate “flags”
• The Group will present its analysis and
recommendations to the TAGs

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Approval Process

Review and Approval

• Low Impact Proposals
o Approved “automatically” (if no “flags”)
• Medium and High Impact Proposals
o Route to Relevant TAGs for review/recommendation
o May require additional information
o Upon TAG recommendation, routed to ITSC for approval

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How long should the approval process take?

 Proposed projects that score and are validated as

Low Impact with no “flags” raised will be approved
within 5 business days

 Medium and High Impact projects will vary

depending on which TAG Reviews are required, an
estimated range is 30-60 days

 An expedited process will be available upon request

and approval

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Agenda

 Welcome and Introductions

 Background and Process Overview

 Intake Form and Scoring Matrix

 Review and Approval Process

 IT Project Definition

Q&A
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IT Project Proposal Definition

An IT Project Proposal is…

“…an undertaking by a campus unit to create or modify an
IT service that is owned by the campus unit (department,
college, school, administrative unit, research center) and is
designed to support the mission and the operational and
managerial needs of the unit with well-defined outcomes.
The service employs information technologies and
resources, people, and processes to collect, manipulate,
store and disseminate information to achieve its objectives”.

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What is an IT Project Proposal?

An IT Project Proposal is…

• Creating or replacing an IT Service

An IT Project Proposal is NOT…

• Ongoing maintenance/operations of an existing IT Service

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IT Service Categories
Service Category Category Description
Enterprise and local services that support the administrative and business functions of an institution.
Administrative and Includes analytics, business intelligence, reporting, finance, human resources, student information systems,
Business advancement, research administration, and conference and event management.

IT services that facilitate institutional communication and collaboration needs. Includes e-mail, calendaring,
Communication and telephony/VoIP, video/web conferencing, unified communications, web content management system, web
Collaboration application development and hosting, and media development.

Services that enable community members to do their day-to-day work, including providing access to
End-Point enterprise services. Includes network access, user file storage, end-point computing backup solutions,
Computing desktop virtualization, computer labs, and printing.

Enterprise-level hardware, software, systems, and network infrastructure that provide underlying support for
Infrastructure institutional activities. Includes data centers, network backbone, wireless, central storage and system
backup solutions, server virtualization, and systems management and operations.
Services that are consultative in nature, in contrast to the other categories, which tend to be technology
IT Professional based; these may be a combination of customer-facing and non-customer-facing services. Includes IT
Services training, consulting/advisory services, business continuity/disaster recovery, enterprise architecture,
portfolio/project management, and ITSM.
Services supporting the institution’s research activities, including specialized storage and computation,
Research high-performance computing (HPC), visualization, and lab-management systems.

Infrastructure and services that provide security, data integrity, and compliance for institutional activities.
Includes security services such as virus protection, encryption, privacy impact assessments, information
Security risk management, emergency preparedness, data security, identity management solutions, access controls
(i.e., passwords, accounts, and authentication), audit and monitoring systems and services, and data access
and stewardship.
Instructional technology, tools, and resources directly supporting teaching and learning. Includes learning
Teaching and management systems, in-class and online course development, learning analytics, course evaluation, lecture
Learning capture, webinars, and other academic tools for faculty and students.
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Generic Service Categories
Administrative Communication and End-Point
Computing Infrastructure
and Business Collaboration
• Billing • Appointment Scheduling • Application • Asset Management
• Business Intelligence • Audio Visual Support Deployment/Mgmt • Backup/Recovery
• Compliance Support • Automatic Call Distribution • Endpoint Mgmt/ • Computer Co-Location
• Grant Application and • Calendar Device Support • Data Archive
Management • Digital Signage • Equipment • Data Center
• IT Management • Document Management Circulation or Rental • Database Hosting/
• Line of Business • Email • Equipment Repair Management
Application • Email Lists • Printing Services • File Share
• Point of Sale • Emergency Notification • Remote Access • Network
• Purchasing Services • Event Scheduling/Mgmt Management
• Graphic Design • Server and
• Knowledge Base Infrastructure
• Media Production Management
• Portal • Ticketing
• Resource Scheduling • URL Shortening
• Survey • Version Control
• Teleconferencing • VM Hosting/
• Telephony Management
• Television • Website Hosting
• Video Capture
• Website Content
Development/Maint
• Website Design

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Generic Service Categories
IT Professional Teaching and
Services Research Security Learning
• Application
Design/Development • Computation Server • Access Management • Accreditation
Application • Electronic Notebooks • Directory Services Support
• Support
Maint/Support • Instrument Data • Identity Management •
Application Collection & Support • Incident Response • Lab
• Scheduling
Monitoring/Mgmt • Parallel Computing • Restricted Data •
Business Analysis Cluster - Loosely Environment • Audit
• Instructional Design
• Cloud Service Coupled • Security - Monitoring •
Brokering • Parallel Computing • Security - Restricted • LMS System
Consulting and Cluster - Tightly Data Compliance • LMS Support
• New Joining
Advising Coupled • Security Consulting •
Data Analysis & • Specialized Need • Onboarding
• Test Administration
Visualization Software •
Domain Consulting • Training
•
• Help Desk
• Project Management
• Service/Project
Portfolio Mgmt

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IT Project Proposal Examples

An IT Project Proposal is…

• New IT service for campus operational needs
o Implementing a new CRM System
• Significantly changing or replacing an existing IT Service
o Replacing Outside Activities Reporting
• Business process change initiatives that require IT changes
• Creating a new computer lab for a department
• Developing a new data warehouse
• Creating or moving an existing data center

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IT Project Proposal Examples

An IT Project Proposal is NOT…

• Consuming an existing IT service, such as Helpdesk or Accessories
• Purchasing IT consulting services that do not result in any technology
development or change
• Replacing hardware in an existing data center
• Ordering desktop computers for a department
• Acquiring or developing specialized lab software or
instrumentation that includes digital technology
• Operational support and maintenance activities
• Creating a new report
• Business process customizations enabled by new vendor releases,
such as turning on new ERP functionality

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When Should an IT Project Proposal be Submitted?

When there is a clear business case

When there is commitment from the sponsor

When the following items are analyzed/understood:

• Scope of the project
• Objectives and expected outcomes
• Feasibility, both operational, and cultural or political
• Justification (rationale/reasoning/benefits)

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Supporting Materials Available Online
 Supporting Materials Include:
• IT Project Intake and Evaluation Process Overview
• IT Project Intake Process Guidelines
• Completing the IT Project Intake Form
• IT Project Intake Form - Template

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 IT Project Intake Process Overview

Thank you for your time and attention!

For additional information, please contact:

Corporate IT Department
GWC

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