Use this form to request a new Information Technology Services project or initiative. This intake process helps us understand your needs, evaluate feasibility, assess resources required, and prioritize work across the organization.
All technology projects - whether small enhancements or large implementations -should begin with this intake form. Our team will review your submission, may reach out for clarification, and will work with you to determine next steps.
Who Should Use This Form
This form is intended for:
- Department leaders and managers requesting new systems or major enhancements
- Business owners identifying technology needs to support strategic goals
- Anyone proposing a project that requires ITS resources, funding, or support
Note: This form is for project requests, not support issues or service requests. If you need help with an existing system or have a technical problem, please submit a support ticket instead.
Before You Begin
To complete this form efficiently, please gather the following information:
- Business case details: What problem are you solving? What are the expected benefits?
- Sponsorship: Who is the senior leader sponsoring this project?
- Scope information: What systems are involved? What are the key deliverables?
- Resource estimates: Approximate timeline, budget, and effort required
- Dependencies: Other projects or initiatives this work depends on or impacts
Estimated time to complete: 20-30 minutes for a well-defined project
How to Fill Out This Form
- Complete all required fields (marked with an asterisk *). Optional fields help us better understand your request but can be skipped if information is not available.
- Be as specific as possible. Detailed information helps us evaluate your request more quickly and accurately. Use the help text (click the "?" icon next to each field) for guidance on what to include.
- Focus on business needs, not technical solutions. Describe WHAT you need to accomplish and WHY, rather than HOW it should be built. Our technical team will work with you to determine the best approach.
- Quantify when possible. Include numbers: How many users? What's the estimated cost? How much time will be saved? Metrics help with prioritization and measuring success.
- Save your progress. You don't need to complete the entire form in one sitting. Click the "Save" button at any time to save your work as a draft. You can return later to complete and submit the form by accessing it from your TeamDynamix tickets/requests.
- Review before submitting. Once you click "Submit," your request enters our intake queue and notifications are sent to reviewers. Double-check that all information is accurate and complete.
What Happens After Submission
- Confirmation: You'll receive an automated confirmation email with your request number.
- Initial Review: Our ITS leadership team will review your submission. Annual project review happens late October through early December.
- Clarification (if needed): We may contact you for additional information or to discuss your request.
- Evaluation: Your request will be assessed for:
- Strategic alignment
- Technical feasibility
- Resource requirements
- Priority relative to other work
- Budget availability
- Decision & Next Steps: You'll be notified of the outcome:
- Approved: Project moves to planning phase; you'll be assigned a project manager
- Deferred: Added to backlog for future consideration; you'll be informed of the timeframe
- More Information Needed: We'll work with you to refine the request
- Declined: We'll explain the rationale and discuss alternatives
Tips for a Strong Submission
- Start early if you have a specific deadline. Complex projects may take months to plan and execute.
- Engage your leadership before submitting. Make sure your sponsor is aware and supportive.
- Know your funding source. ITS cannot fund projects on our own.
- Think about change management. How will you help users adopt the new system or process?
- Consider the total cost including ongoing maintenance, licenses, and support - not just initial implementation.
- Be realistic about priority. Not everything can be "Critical." Reserve highest priorities for true emergencies or compliance requirements.
Questions?
If you have questions about completing this form or the intake process, contact ITS at [insert TDX form link]
Ready to begin? Click "Submit project request" to start your project intake request. Remember, you can save your progress and return to complete it at any time.