Instructions for Completing Request Forms

Instructions for Filling Out a Project Request Form (Client Portal)

 

Step 1:

 

Select the Project Services button on the Homepage (or Services link from the top menu):

 

                        

 

 

Step 2:

 

You will be directed to the project service catalog page in which you can select the appropriate project request that you are needing project assistance with.

·       Current choices on the portal are Project Services, Website Project Services and Online Marketing Services as shown below (Project Services will be the standard project request selection):

 

 

Step 3:

 

Once you have selected a project service you will be directed to the services page of the main project service category you have selected. Please select the service type that is needed of the project category you selected, as noted below. (It most cases there will be just one):

 

 

Step 4:

 

After selecting the appropriate service type, you will then be directed to the project request page related to the project type you have selected. You can then select the Submit Project Request button to take you to the project request form to fill out as shown below:

 

 

 

Step 5:

 

After selecting the Submit Project Request button you will then be directed to the page to fill out the request form. Once you have filled in all the project information for your request you will then select the Save button at the top of the page as shown below:

·       Please note that you will have to scroll to the top after completing the last question to save the form.

·       Please note any attachments related to the project request can be added after saving this request.

 

 

 

Step 6:

 

Once you have saved the request you will directed to review your project request for submission as shown below under the General section. After review of your information, and making any needed changes and selecting Save, you will then select the Mark Complete button.

 

 

 

Step 7:

 

After selecting the Mark Complete button, you will then need to select:

1.    The Files link to the left of the form as shown below. This will take you to the page in which you can add any attachments for the project request.

2.    If needed Select the Add Attachments button or drag files into the section below. If no attachments needed, move to step 3.

3.    Once you have added your files you can then select the Mark Complete button as shown below:

·       Please note if you select the Add Attachments button you will have the option to add files from your local computer or from OneDrive for Business.

 

 

 

Step 8:

 

Once you have marked this complete then you will select the Review and Submit link below Risk Register as shown below. This will then direct you to the final page prior to submission to the Project Management Office for review.

 

 

 

Step 9:

 

The final submission page will provide some general information (1) about the project request along with a description (2) of the project that you filled out. Any file attachments that you added will be displayed under the Files section (3) for your review before final submission as shown below. Once the review is complete select the Submit button (4).

 

·       Please note all project request will have a default priority of Medium until the request is reviewed and assessed by the Project Management Office.

 

 

 

After selecting the Submit button the request form will be routed to the Project Management Office for review and approval.

 

This completes the instructions for filling out the project request form

 

 

Governance

 

·       Once the review process begins with the Project Management Office, they will conduct an interview with the requestor as necessary, to gather any additional information or clarify any information shared on the form.

 

·       After conducting the interview and/or reviewing the request, the Project Management Office will score the project based on several criteria such as university strategic goals, complexity and impact that the project supports, all of which will provide an appropriate understanding of the projects value and priority in relation to other university request and initiatives.

 

·       Once a project has been reviewed by the project committee and a project created for it, the requestor that is assigned to the project as a sponsor or stakeholder, will have visibility to the status of the project progression and updates until project completion by selecting the Project/Workspaces link from the Homepage as shown below:

 

·       Please note this link will only be visible to a requestor that is assigned to the project as a sponsor or stakeholder after a project has been approved and assigned by the Project Management Office.

 

 

 

·       Has a clearly defined beginning and ending date;

 

·       A project is unique in that it is not a routine operation, but provides tangible and unique technology products or services to accomplish a singular goal;

 

·       Fulfills a defined business objective to substantially improve business processes to a department and/or aligns with the university's strategic goals, objectives, mission and vision.

 

·       The deployment of a new ERP system, renovation of a defined area, creation of a new service – are examples of projects.