Process for submitting technology-related budget requests for FY 18-19

09/16/17

As part of our efforts to provide better planning, coordination, and alignment with college needs, Information Technologies (IT) and the Budget Office are requesting each department to submit technology-related NSOP and capital budget requests for the 2018/19 fiscal year via the following process.

This process applies to NEW technology-related expenditures that required internal or external IT expertise or effort, or products, tools, or resources, would be required to develop, purchase, alter, upgrade, decommission, etc. any IT application or service -- regardless of source of funds or availability of staff time.  IT applications or services intended for a single department, school or unit are included in this definition when expertise beyond that which a non-IT functional end user could provide is required.

This process does NOT apply to existing items owned or used by the college (i.e. funding for ongoing maintenance or support) or technology acquisitions that are part of a physical space renovation - those should be requested via the Facilities PAR process.

Process

1. Submit requests to your Vice President (or their designate) via the Technology-related Budget Request form located on the IT Project Management Office page: www.ithaca.edu/it/pmo 
2. Also include the funding request as part of your budget submission in BudgetPak and/or Capital request. If your IT Budget Request does not get approved, the Budget Office will adjust your budget request in BudgetPak before the budgets are finalized. 
3. Vice Presidents collect requests from their division, and provide a ranked list of endorsed requests to IT for review with the appropriate Governance Steering Committee.
4. The Governance Steering Committee provides a ranked list of endorsed requests to Institutional Effectiveness and Budget Committee (IEBC) and President’s Council (PC) for final review and approval / funding
5. IEBC and PC reviews and makes final approval as to what is funded

Timeline:

 Now – October 15

• Units submit their technology related budget requests to their Vice President or delegate, and include the requests in their BudgetPak and/or capital requests.

October 16 – 30

• Each Vice President generates a ranked list of endorsed requests for their division.

October 31

• Vice Presidents provide their ranked lists to IT for review by IT and the Governance Steering Committees

Nov 15

• Governance Steering Committee provides ranked list of endorsed requests to IEBC and PC for final review and approval / funding

Purpose of IT/Governance Steering Committee Review and Criteria:

This process is being built to create a stronger link between technology expenditures and the needs and priorities of Ithaca College. It is also intended to identify the resources needed earlier in the process to ensure that the necessary IT and other resources will be available during the fiscal year that funding is approved for.

The intake and evaluation process is designed to increase each campus area’s awareness of and control over their technology spending. It will make certain that IT projects provide an acceptable level of clearly defined benefits for their cost. Prioritization of requests will be more reflective of the organization’s priorities. And the prioritization, as well as the reasoning behind it, will be clear to the organization.

Questions and Assistance:

Detailed instructions and the request form are located on the IT Project Management Office web site: www.ithaca.edu/it/pmo

If you need assistance with or have questions on submitting a request please contact the IT Project Management Office at 607-274-1205 or PMO@ithaca.edu. 

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