IT Priorities Project Proposal
This form is to be completed by the project requester, and should be used for all technology-related projects
regardless of funding source. Please refer to the ‘IT Prioritization Calendar’ for submission deadlines and
associated timelines.
To be considered an IT project, requests must meet one or more of the following criteria:
 Work requiring more than 24 hours (3 days of IT time)
 Cost greater than $5,000
 An existing project cost adjustment greater than 25 percent
 Work/impact broader than one campus department or equivalent unit
 Requires coordination across IT
 Involves standing up a new technology or expanding functionality of an existing solution
Routine upgrades to systems/software/technology are considered standard operating procedure and do not need
to be submitted as an IT project. Please complete all fields unless otherwise indicated, and then submit an
electronic, editable copy of this form to ITPrequest@uwplatt.edu with “IT Priorities Project Request” in the
message subject.
Emergency ITP Submission Process
All ITP requests, which fall outside of the regularly scheduled ITP cycle, must follow the process defined below.
 Complete IT Priorities Project Proposal Form
 Obtain approval from member of Senior Team. Senior Team member’s signature must be included on
last page of the ITP form. Forms without required signatures will not be considered.
 Submit proposal to ITPrequests@uwplatt.edu. Make sure the message subject line indicates the
request is an Emergency Submission.
For PMCOE Use Only
Project ID:
Status:
Project Name:
PMCOE Contact:
Date Received:
ITS Contact:
Version:
Version date:
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IT Priorities Project Proposal
Request Overview
Submission date:
Project Request Name
List a short, descriptive title of requested project.
Project Description
Provide detailed information regarding business needs as well as the goals and
objectives to be achieved by the project.
Type of Project:
Primary Contact
 Research
 Implementation
 Research and Implementation
Check the appropriate box to identify type of project
Research: Only researching possible vendors or solution. Implementing
solution is not part of request
Implementation : Solution or Vendor has been identified and project consists
of implementing already agreed upon solution
Research and Implementation: Research possible solutions to identified
problem or opportunity and implement agreed upon solution
List contact name of person whom will be available to respond to questions
about the project request.
Project Sponsor
List name of person(s) who will champion the project effort (Dean, Director,
etc.). These individuals should have agreed to this role prior to submission.
Supervisor Approval
Requests must be reviewed by an immediate supervisor before submitting.
Enter the supervisor’s name and include the supervisor on the CC when the
form is submitted.
ITP Development Team
List all team members who assisted in creating the ITP Project proposal.
Funding Source
Identify the Account Code to be used for project related expenses.
Procurement Process
Required
If Procurement Process is
required, have you
contacted Purchasing
 Yes
 No
Identify if procurement will be required for project. If the requester is
uncertain, Purchasing should be contacted to be sure of this answer.
 Yes
 No
Indicate if you have contacted Purchasing to discuss procurement process.
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IT Priorities Project Proposal
Request Background
Problem/Opportunity
Description
Provide detailed description of current problem, challenge or opportunity
Expected Outcome
Describe how you expect the project to address the existing problem, need or
opportunity. If the solution has already been identified, identify the anticipated
process and end results.
List other solutions considered and why they were not considered feasible or
not selected.
Alternatives Considered
Who or What is Impacted?
Known Dependencies
For example - other vendors which were considered, changes to existing
technology or system, or process and procedure changes which may make the
current system more useable and efficient.
List the individuals or University areas (i.e. the who) impacted by the proposed
solution. Identify how many users from each area will be impacted.
List also the University processes (i.e. the what) that will be impacted by the
proposed solution. Indicate how often the impact will be felt and frequency
(e.g. daily, weekly as well as how many times per day or per week).
List other projects which are contingent upon the completion of this project or
other projects or activities that must be completed before this project can
begin or be completed.
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IT Priorities Project Proposal
Request Analysis
If necessary, consult with Mike Sherer in ITS or an ITS representative to complete the request analysis section prior to
submission.
Estimated Costs
Cost Category - one time
project related costs
Total Cost
Cost Category - ongoing
annual costs
Total Cost
Estimated Cost
$
-
Estimated Cost
$
-
Provide an estimate of the total costs for this project. This is intended to be an
initial high level estimate and is expected to be revised during formal project
definition and planning phases.
When possible, enter cost breakdowns for categories such as software
licensing, consulting costs, hardware costs, etc.
Differentiate between onetime project related costs and ongoing annual costs
in the two sections provided.
Estimated People Hours
Staff Category
Total Hours
Estimated Hours
-
List the types of internal staff (Department, ITS, PMCOE, etc.) that will be
required to complete the project and the amount of hours each will be
expected to provide to the project.
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IT Priorities Project Proposal
Potential Vendors
Indicate a list of potential vendors that could provide the software, hardware,
or other technology services.
Desired Timing
Desired Start Date:
Identify the preferred start and end dates for the project. Also include a
rationale for the timing including any specific critical deadlines.
This information will be used to analyze the availability of resources for the
project and is not a guarantee these dates can be met.
Desired Go-Live Date:
Timing Rationale:
Proposed Project Team
List all of the team members required to participate on project. List team
member name and their respective areas/departments.
Request Benefits and Value
In the following section, complete only the fields that are applicable to your request. Some requests will have
benefits in multiple areas. If the section does not apply to your project, please list NA.
Only complete the sections which are applicable to your request. Your request may have benefits in multiple
areas or only a few. If the section does not apply, note NA.
Advances Mission
How will this project enhance teaching, learning, or research at UWPlatteville?
Regulatory and Compliance
Is this project needed in order to maintain compliance with Federal, State or
local laws and/or regulations imposed by government agencies? If so, state
the laws and regulations.
Cost Reduction:
Describe any hard savings/cost reduction expected to be realized for the
University
Revenue Increase:
Describe any revenue this project will help generate for the University.
Financial Benefits
Improved Services/
Productivity
Risk Avoidance and Impact
Describe how the requested project improves student, faculty, or staff
activities. If applicable, please estimate the amount of time the
implementation of the project will save per constituent group.
Describe how this project will reduce or avoid the likelihood of risks and
describe the risk impact if the request is not approved.
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IT Priorities Project Proposal
Supplemental Information:
Examples:




Data used to research solution and/or alternative solutions
Pricing structures or comparisons
Vendor information
Information from other campuses which may include best practices, current state, etc.
Emergency Submission Signatures:
**Required for ALL submissions which are submitted outside a regularly scheduled ITP cycle**
Senior Team Name:
Senior Team Signature:
Date:
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