Project Governance Process

The project governance process is designed to improve transparency, support effective resource planning, align technology investments with institutional priorities, and promote successful project delivery across the university.

Projects meeting one or more of the following criteria require review, approval, and prioritization before procurement or implementation:

  • Estimated cost of $10,000 or more
  • Combined IT staff effort of 40 hours or more
  • Introduction of a significant institutional, operational or security risk
  • Integration with campus data systems or substantial changes to university business processes or technology platforms aligned with university, college, or unit strategic priorities

When a college or division identifies a need for an IT solution, and funding has been identified, the requesting unit will work with the IT Director supporting its academic or administrative area to develop a business case. The proposed project must also receive approval from the appropriate college or major unit leadership, including the vice president or provost, before advancing in the process.

After leadership approval is obtained, the IT Director will submit a Project Evaluation Request to initiate the formal IT intake process. During this phase, IT evaluates the project’s technical and operational requirements, including infrastructure, integrations, data governance, accessibility, security, support and resource impacts.

Project Evaluation Requests will be reviewed on a recurring cycle, with submission deadlines of July 1, October 1, and March 1 each year.

Enterprise and large-scale initiatives may require additional documentation, business analysis, vendor evaluation, and implementation planning. In partnership with Purchasing and Contract Services, these projects may include requirements gathering with IT Business Analysts and formal project management support.

Project Governance Board

The Project Governance Board (PGB) was established to provide institution-wide oversight and prioritization of technology initiatives. Comprised of representatives from across the university, the PGB collaborates with IT directors to review, evaluate, approve and prioritize projects that involve IT resources or services.