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    Chattanooga State Technical Community College
  Oct 20, 2017

08:25:00 Information Technology Services IT Projects



  1. Introduction:
    1. Information Technology Services (ITS) is responsible for providing IT support to our customers throughout the ChSCC campus. This policy describes how customers can request support for projects that require ITS support. Projects are viewed as a temporary endeavor with a defined beginning and end (usually time-constrained, and often constrained by funding or deliverables), undertaken to meet unique goals and objectives.  IT projects are then further broken into two subcategories: (1) Internal -projects normally driven by ITS and/or undertaken to ensure enterprise systems are up-to-date and functional and (2) external - projects normally customer driven that will bring about beneficial change or added value for our customers.
  2. Purpose:
    1. This policy provides guidance and establishes a process and procedure for requesting ITS support if needed for projects (hardware, software, or process development/change.)
  3. Scope:
    1. The scope of this policy includes all College staff, faculty and adjuncts who have the authority to initiate a project request that will include, or might include, necessary ITS support to ensure project success.
  4. IT Project Initial Requirements:                                                                            
    1. All IT Project requests must be initiated by submitting an ITS work order as soon as possible. A work order request for new 3rd party applications, tools, process changes, etc., must be entered before the product is purchased. This is required for three reasons:
    2. To ensure that the new products can work within current IT environment;
    3. Identify (if any) specific ChSCC IT products already available in-house that can fulfill the same purpose as the proposed product;
    4. To allow time for the vendor to respond to any technical questions that might arise from the initial project review. If necessary, new projects requiring a process change and/or new software purchases will be sent to Executive Committee for approval before project is approved for implementation.
  5. Initial Project Request:
    1. For complete process information for requesting a project go to the ITS Web Site at Click on the project link. Project requests must be submitted and/or approved by at least a Director level, or their designated representative, within the requesting organization.
    2. An ITS project manager will be assigned to each project based on requirements of the project and an initial planning meeting will be set.
  6. Initial Planning Meeting:
    1. This meeting is scheduled by the owning IT project manager and should be scheduled with all key players within required organizations. For complete information on checklist information and development of project initiation, go to the ITS Web Site at Click on the project link.
      1. Review of project scope objectives. If the project is to change a current process, a process review and process workflow diagram will be developed during this meeting, if feasible. If needed another meeting can be scheduled to develop the process flow
      2. If any College departments could be impacted by the project (current business rules or process changes) those departments will be notified of the project request. Approval by these impacted departments will be required before the project can continue in the process. Issues that cannot be resolved will be sent to the Executive Committee for final decision.  
      3. If the project requires new software/tools or hardware to be purchased, the following questions will need to be answered:
      4. Is there software, tools or hardware available that could also provide requested capabilities?
      5. What is the ROI (Return on Investment) of new software/tool or hardware?
      6. Is the project going to replace another product?
      7. What are new support requirements?
      8. What TBR and ChSCC 2015-2025 strategic goal will this product support?
    2. Projects will be updated on a weekly basis. As the project progresses, changes in status will be made and if necessary, meetings will be held to define and eliminate on any issues.
    3. After the start of the project any new customer requirements or changes to initial scope (scope creep) will be discussed with both customers and ITS personnel as part of status meetings. All changes will be agreed to and documented in update section of the project list.
  7. Information Technology Services IT Project Listing:
    1. A status board of all current IT projects is provided and updated weekly.  The project list can be found by clicking on the link below.
    2. Click on project link for complete information on project listing. Questions concerning information on the project list should be addressed to ITS Director, Systems Development and Operations. Issues or questions about any of the projects can also be brought up for discussion during the Banner meeting that is hosted by ITS. Requests to add specific project questions to the meeting agenda need to notify ITS Director, Systems Development and Operations the Monday before the scheduled Tuesday meeting.
  8. Project Status Meetings:
    1. At any time during the project's life cycle a status meeting can be requested by either the customer's project manager or the ITS' project manager. If regular status meetings are required, they should be scheduled as part of the initial project planning meeting.
  9. Project Completion:
    1. Projects are considered completed when customer accepts the project into production. The project will be changed to completed status. Completed projects will remain on the current list throughout the current year and will be removed from the project listing starting January 01 of the next year. Projects that result in new IT hardware/software will need to have a Service Level Agreement in place.



NACHA Audit Finding
ITS policy draft 08:25:00 - Information Technology Projects should be finalized and approved. 


ITS Web Site: Project Overview

Approved: President: 2/17/2016

Reviewed and Revised by: Information Technology Services 2/11/2016