The need for information technology (IT) infrastructure and application development together with requests for new projects frequently exceed available resources. To manage resources efficiently and to ensure that important projects are accomplished in as timely a manner as possible, Technology and Educational Support Services (TESS) utilizes a project prioritization process to solicit input from TESS Executive Committee and establish project priorities for requested projects. The utilization of a project prioritization and management process ensures that resources are focused on projects which are deemed to be of the greatest need to the District and its colleges. Projects are prioritized based on pre-agreed to criteria, the focused commitment of resources to get projects done, the utilization of a collegial consultation model, and operational transparency.
An IT project is defined as an activity undertaken to acquire, develop, enhance, or repair functional capabilities or services using IT components (software, hardware, or both) that require a significant level of effort to meet objectives. A significant level of effort is defined as encompassing more than 40 hours of labor and/or cost more than $5,000 to complete.
NOTE: Users submitting IT project requests SHOULD NOT make any purchases of equipment or software related to the project request until they have received an official communication from the Executive Director of TESS that their project has been approved and is being scheduled.
Project Request and Prioritization Process Overview
- Users may submit project requests by completing a “Project Request Form” located at http://tess.sbccd.org/forms and submitting it to ITProjectRequests@sbccd.edu. The TESS Administrative Assistant will review the request for completeness and will send a note to the requestor acknowledging receipt. Incomplete forms will be returned to the requestor for completion. Incomplete forms will not be considered;
- Every two weeks, TESS Managers will review all project requests. The Chief Technology Officer will assign project requests to one of the TESS Managers, as appropriate;
- Once a manager is assigned a project, the manager will arrange to meet with the requestor (within 2 weeks) to discuss the project and clarify scope, cost, level of effort, deliverables, etc;
- Quarterly, the TESS Managers will jointly review all project requests received for that quarter and develop a consolidated project priority list based on pre-defined criteria that has been agreed to with the TESS Executive Committee. The consolidated project priority list will then be forwarded as a recommendation to the TESS Executive Committee;
- The TESS Executive Committee will review the TESS Managers’ recommendations and make changes as they deem appropriate.* The TESS Executive Committee will forward their recommendations to the Chancellor’s Cabinet for final approval;
- Once approved, the Chief Technology Officer will publish a “Scheduled Project List.”
- In the event a project is not approved by the TESS Managers or TESS Executive Committee or requestor rescinds request, written notification will be sent to the requestor no later than two weeks following the TESS Executive Committee meeting.