Introduction

So you want to do a server or software installation project with IT Services, or perhaps are considering it? A project might be as large as implementing a new cashiering system or as small as writing an RFP (request for proposal). This questionnaire should help you decide what project assistance you wish to obtain from IT Services.

If you do request project assistance from IT Services, the answers that you give below will go to IT Services management for reflection and feedback and ultimately for adoption. IT Services may not be able to participate in your project for a variety of reasons including: project scope, timelines, adherence to University and IT Services standards and competing priorities. The Resource and Allocation Committee for your vice-president must approve any time from Information Systems.

• IT Services routinely does other kinds of projects for which this document is not used.
  
  
• Information Systems writes applications on our existing hardware platforms. These are requested through the Resource Allocation Committee for your Vice-President. For questions call Information Systems at 9-5345
  
  
• Projects involving printing or graphic arts are requested by calling Academic Technology Services at 9-6013.
  
  
• Networking projects are requested by calling the Manager of Network Operations at 9-5322.
  
  
• Projects with Area 351 are requested by calling Area 351 at 9-6013.

General Questions

1. It is helpful to keep track of projects by giving them a descriptive name that includes your department name and the project function. For example: 'Art Museum Inventory System' or 'Safety Dispatching System'. What name do you choose for your project?
   
   
2. What is the object and scope of this project?
   
   
3. What are the project prerequisites?
   
   
4. What IT Services staff person or persons, if any, have you approached about your project?
   
   
5. What outside vendors or software products, if any do you have in mind for your project?
   
   
6. What project timeline and implementation date have you established?
   
   
7. Time spent by IT Services staff is allocated from the 'Priorities and Resource Allocation Committee' for your division. More information about these committees is available in the document called "…" which is linked to the IT Services home page under the subtopic of Services. Have you requested IT Services hours through your resource allocation committee?
   
   
8. IT Services has no budget for funding your project. Have you obtained funding for your project through your division?
   
   
   • What is the approximate cost of your project?
     
     
   • What is the approximate annual cost for maintenance after your project is completed?

Defining IT Services Involvement

1. IT Services can offer advice and consultation on your project. Do you desire advice and consultation?
   
   
2. University regulations require that large purchases (currently over $5000) obtain competitive bids through a formal Request For Proposal (RFP) process. Do you desire assistance from IT Services in writing your RFP?
   
   
3. IT Services can house your server or other hardware in its secure, controlled environment. Do you wish IT Services to house your server or other hardware?
   
   
4. The following services may be required for your project. IT Services can consider doing these tasks for your project. Check the tasks that you wish IT Services to consider:
   
   

   	Order hardware for you from your budget (required if the server is going to be housed in an IT Services machine room).
   	Initial install of the operating system (required if the server is going to be housed in an IT Services machine room).
   	Install upgrades to the operating system on an ongoing basis
   	Initial install of Oracle
   	Install Oracle upgrades on an ongoing basis
   	Manage the Oracle database, Oracle backup and recovery
   	Provide backup and recovery service for the server (required if the server is going to be housed in an IT Services machine room).
   	Install and upgrade application software
   	Provide ongoing help desk support for the application
   	Provide backup and recovery for the application
   	Manage software licenses
   	Write required interface programs to extract data to or from some other application such as Banner.

   
   
   
5. You will most likely want support for your software application once it is installed. IT Services can help with general questions about how web browsers or word processors work, but it cannot answer questions about the business functions such as payroll or meal calculations. Answers about business functions come from the office who owns the project or from a paid supplier.
   
   
6. Who in your organization will provide support for the business functions of your application to other members of the university community?
   
   
7. IT Services can consider managing the whole project for you. Do you wish IT Services to manage the project?
   
   
8. Sometimes it is easier for you to obtain funding for your project if the project proposal is written well. Do you wish IT Services to help with your project proposal?
   
   
9. Consulting firms may be hired to do some of the work above, if IT Services cannot. If IT Services cannot do one of the above tasks, do you wish assistance in contacting a consultant to purchase the service?
   
   
10. Will IT Services be spending any of the funds for this project? If so, to what account will these funds been transferred?
    
    
11. If this is a web product, what browsers does it support? Does it support the Macintosh?
    
    
12. What are the plans for disaster recovery?

Assuring IT Services Agreement

Once the questions above have been answered, IT Services management will discuss your request and come to agreement with you about IT Services involvement. The agreement will be stated in writing below and signed by IT Services management. The project cannot be accepted until approved by the Resource Allocation Committee and funding has been approved.

IT Services agrees to do the tasks marked above in the


project with .

Defining Project Roles

Based on the above agreement, IT Services involvement will officially begin. It will then be necessary to identify various roles in the project. For example, who is the primary IT Services contact and who in the office has the authority to make decisions about the project. A separate document called "Who's Who and What's What In My Project" should be completed at the beginning of the project.