Project Intake

All new project requests must be submitted using the web form below.

Please be aware that projects will go through a discovery phase to fully vet a project before implementing.

All submitted projects will be shared with the community via a Project Management Office Dashboard and during quarterly project status update forums.

Project Name:*

Provide a short name for the project. This name will be used to describe the project throughout the process (example, Photo ID Integration).

Project Description:*

Please provide a short paragraph that describes the project in general. It should clearly outline the primary objective(s) of the project. Include details such as: why is the project is needed; is it required to comply with a new law/safety/board mandate. You should also describe the expected benefits this project will deliver, and what may/will happen if the project is not completed.

Why is this project necessary?*

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Please explain why this project is necessary:*

Please describe a use case:*

This would be a simplified explanation of how a user would interact with the planned solution. Examples could include:

A user will interact with a web-based platform while onsite with a prospective student or donor
A user will be able to use an ID card to interact with a new system:
A user will update system X to have information flow to system Y (and vice versa)

Are you looking for ways to solve a problem or looking to implement a specific solution?*

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Who are the project stakeholders?*

Stakeholders include the submitting department, the intended audience, and any groups impacted by the project. This can be as small as a group of a few people or as broad as an impact to the entire Lafayette community, alumni, or the Easton community.

With which strategic theme does this project best align?*

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Is there a true required launch / completion date?*

This would be the case for projects that may have a requirement coming from a legal, safety, compliance, regulatory, etc. standpoint. If there is a date, please identify it. If not, please enter "N/A"

If there is no required launch / completion date, what is the desired one?*

Is there a desired implementation start date?*

Projects first go through two phases prior to Implementation: Triage and Discovery (which includes tasks such as technical reviews and legal reviews). Implementation is when the scope is finalized, reviews are done, and the actual project work begins. In other words, when would you want Discovery to be complete?

Financials

Is there a cost to this project?*

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What is the projected cost (if known)?*

Please identify implementation costs, annual recurring costs, etc.

Has funding already been confirmed?*

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Has funding taken multi-year contracts into consideration?*

Put "N/A" if a multi-year contract is not being considered.

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How is the project being funded?*

Vendor Details

Is this project expected to involve a vendor?*

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How would you categorize this internal project request?*

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If "Other", how would you categorize this internal project?*

What type of vendor engagement is expected?*

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If "Other", how would you categorize this project?*

Where do things currently stand with vendor relationships?*

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If "Other", describe where things currently stand with the vendor relationship.*

Vendor Name:*

Product Name:*

Vendor / Product Website:*

Sales Rep Name:*

Sales Rep Email:*

Sales Rep Phone (enter "N/A" if not known):*

Please list out additional vendor contacts if there are contacts in addition to a sales rep:

Please include name, email, and phone number.

If you have any of the following documentation available already, please select what documentation you are attaching:

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File Upload

Drag and drop files here or

Project Submission Details

Full Name:*

Email:*

Department Name:*

Division Affiliation:*

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Project Sponsor:*

The Project Sponsor is the person who is ultimately responsible for seeing the project succeed. This may be the Senior Leader for the Division.

Who is leading this project from a non-ITS standpoint?*

Who will be working closely with ITS project management to ensure everything is moving along?

Is the non-ITS project lead the ultimate decision maker? If not, who is?*

Knowing who has the power to make decisions is important information for the PMO. This is especially important if there are multiple departments involved in the project.

Outside of ITS, please list any Lafayette team members who will be actively involved in project work.*

This could be a single person from the submitting department, several team members within a department, or team members from several departments across campus.

Schedule a Triage Meeting

Book a Meeting with the PMO

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