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Technology Project Approval

University IT Project Justification Summary Sheet Instructions

Applicable for all university related Information Technology projects with total hardware, software, personnel, licensing, maintenance and operational costs greater than $100,000 over the life of the project, or five years, whichever is shortest. A link to a template is at the bottom of the page for your convenience.

The Summary Sheet will consist of the following components:

Action Item

Project name

Issue

A short high level description of the project

Background

Outline of what is to be considered

Discussion

This section should be an explanation of the project, why it is important to the University, general benefits, and overall impact.

Recommendation

Approval request or other recommendation as applicable.

Project Overview

Concise, high level summary of the business processes, applications, hardware, software and infrastructure being modified or implemented and the business goals and objectives to be achieved.

Include:

  • Proposed changes and objectives of the project – the “to be”
  • Existing situation and problem – the “as is”
  • The importance of addressing this “gap”
  • Relationship to goals and objectives from the strategic plan and IT architecture
  • Proposed technologies
  • Sources of funding

Project Management Timeline

Provide a high-level schedule of activities and events identifying the project structure, network, and milestones over each year of the proposed project.

Deliverables

Describe the business and technical objectives and the solution. Also cover the deliverables, that is, the tangible outcomes of modifying the process, which are expected to benefit the organization and affect customer service, performance, productivity, product quality and technology with references to strategic plan.

Service and Economic Benefits

Identify the savings and economic benefits, gained by implementing the project. The economic benefits might be attributable to improvements in customer service, performance, productivity and product quality, because these factors can produce either a monetary saving on resources and services, or an increase in revenues. Note the cost avoidance activities and events in this section.

Project Roles and Responsibilities

Define the roles and responsibilities of university colleges or units involved in the effort, and project team members, including management, direct reports and customers.

Opportunities for Collaboration

Identify projects with similar intent or function within your institution or among the Arizona Universities.

Project Funding

Identify where the funding for this project is expected to come from, i.e. operating budget, special account, cost recovery, etc.

Summary of Proposed Costs

Identify all development and operating costs for the project (hardware, software, personnel, consultants, licenses, etc.) over 5 years or until completion whichever is shortest. Take into account business and technical cost savings, service and outreach, and return on investment.

IT Project Review/Approval Process for ASU

9-105 Project Approval Process

A. IT project budget of $100K-$1M:

  1. Requires approval of university president and CIO;
  2. University must report status annually with the IT Strategic Plan.

B. IT project budget of $1M-$10M:

  1. University must complete IT Project Justification Summary and submit it for ATOC approval;
  2. Prior ATOC approval is necessary before project is initiated.
  3. University must report status annually with the IT Strategic Plan or quarterly at the ATOC’s request.

C. IT project budget over $10M:

  1. University must submit complete IT Project Justification Summary and submit it for ATOC review and recommendation to the Board;
  2. Prior ATOC review and Board approval is necessary before project is initiated.
  3. University must report on project status to ATOC quarterly;
  4. Project may be subject to external monitoring if required by ATOC.
D. Project Justification Summaries should summarize the anticipated project budget for five years; projects may not be divided into smaller projects to affect the approval process.
 
E. The Board may retain independent consultants to monitor significant projects. All projects are subject to audit.
 
F. If a University president believes that an emergency situation requires immediate action, the president may contact the Chair of ATOC or the Executive Director of the Board to request either a special meeting of ATOC or permission to take immediate action and submit a Project Justification Summary Sheet for ATOC review and ATOC or Board ratification at the next regularly scheduled meeting according to the preceding dollar thresholds.

Approval Schedules for ABOR Meetings

Forms