IT Project Management: How to submit a project request

Audience: All University of Arkansas affiliates.

Responsible Group: IT Project Management team

Overview

These are directions for how to complete the process for submitting a project request form to the IT Project Management Office (IT PMO). 

Directions

Follow these directions to search for submitting a project request form:

1. Log into the UARK Help Portal, and click IT Project Management in the top navigation bar.
2. Read the definitions for a project to verify that you need a project and not a service.
3. If you confirm that you do require a project, click the Request IT PMO Project link.
4. From the IT Project Request page, click the IT PMO Project Request button on the right.
5. Complete the first screen of the IT Project Request form. Fields with an asterisk are required fields.
   1. The "Requesting on behalf of" field should contain the name of the person who is requesting the project. This should be completed only if the requestor is different than the person submitting this request. Begin typing a name to search.
   2. The Project Sponsor is the person who "owns" the project on behalf of the department or organization and who has overall responsibility for a project including funding, work authorization, and authorization approval for the department This field will be auto-populated with the name of the requestor, so if the requestor is not the sponsor, the requestor’s name should be removed and replaced with the name of the person who is sponsoring the project.
   3. Select Yes or No for the “Has the Project Sponsor approved this request?” field. Sponsor approval is required for a project request to proceed. We encourage receiving sponsor approval before submitting the project request.
   4. Department is the university department under which the project would be managed and that is responsible for the project’s financial obligations, review, and for keeping the project on track.
   5. The Project name field should contain a name that is short and descriptive of the project.
   6. The Project description should briefly describe the project, including any existing issues or problems that will be solved, opportunities that will be reached, or benefits that will be gained. Explain how this project is necessary to achieve these goals.
   7. Answer “Who on campus does this benefit?” by selecting from the list (Faculty, Undergraduate Students/Applicants, Graduate Students/Applicants, Staff, Alumni, or Other). Select all that apply.
   8. If Other was selected, complete the “If "Other" is selected above, please state who it benefits:” field.
      If Other was not selected, type “N/A” in the field. (This field requires content.)
   9. Answer “What types of data will be contained in any systems utilized for this project?" by selecting from the list of data types (Restricted, Highly Sensitive, Sensitive (internal), and Public). Select all that apply. Read Fayetteville Policies and Procedures 921.0 Data Classification for definitions of the data types.
   10. In the “Please give a brief explanation as to why your data falls into the selected types above” field, describe the attributes of the data.
   11. Select Yes or No for the “Does this project have a required due date?” field.
   12. Enter the due date in the “If "Yes" is selected above, please enter anticipated date” field.
       After entering the due date, the form may return you to the top of the screen to click Save. If not, scroll back to the top of the page, and click the Save button.
   13. After clicking Save, you should see the “Draft Request Created: Further Action Required” message. Click the Review and Submit button.
6. Review the Project Request Business Case. This screen initially shows the Business Case and displays a left navigation menu with Goals, Systems or Process Affected, Benefits, Files, and Return on Investment information.
   1. Select General information from the left navigation to review the information you submitted in the form.
   2. Select Goals from the left navigation, click the Add button, and enter the goal and any relevant comments.
   3. Select Systems or Process Affected from the left navigation, click the Add button, and select a system from the dropdown list. Add relevant comments if needed.
   4. Select Benefits from the left navigation and click the Add button. Select a monetary benefit from the dropdown list and enter the dollar amounts for the first five years. Enter other benefits into the Intangible Benefits field. Click Save. The monetary benefits you entered will now be displayed on the Benefits screen. Multiple benefits with their yearly dollar amounts can be added.
   5. Select Files to attach any relevant files to your request. Do not attach any files that contain information requiring heightened security. VPAT and HECVAT forms may be attached. To attach a file, click the Add Attachments button, and select “from your computer”. Click Browse to select a file, and click the Upload button. Click the Back button after you have selected all the files to upload. Close the Add Attachments window.
   6. Select Return on Investment to calculate the return on investment. Click the Calculate button to calculate the return. Click the Help button for information on completing this section. Income and cost table will be displayed for the years indicated. Click Save when done.
7. After completing the Goals, Systems or Process Affected, Benefits, Files, and Return on Investment, click Review and Submit at the bottom of the left navigation. You can review your additions to the request here.
   Use the Mark Incomplete button to mark this selection as incomplete. All sections must be complete before the request can be submitted.
8. When you are done reviewing, click the Mark Complete and Submit button to submit the request or click the Withdraw button to withdraw the request.
9. If there were any sections that you did not mark complete and only saved or sections that you did not address, a prompt will display those sections with the information that they will all be marked as complete at this time. Click Mark Complete and Submit on this prompt.
   Clicking Mark Complete and Submit will submit the request and move the request to the review stage. The request will no longer be editable.
10. The project request will now be viewable by clicking the Project Requests link in the top, lower navigation.

After submission of the Project Request form, you will be contacted by a member of the PMO team to discuss the project.

Click Projects in the upper, top navigation to see approved projects.

Troubleshooting

If you are unable to complete the directions, please use the IT PMO Consultation request form or  IT Help Desk Service Request form for additional assistance.

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