Information Technology

Request Evaluation Form

 

  

1.  ESTIMATED BENEFIT TO DISTRICT                                                          RATINGS

 DESCRIPTION OF BENEFITS

(manpower savings, equipment savings, new opportunities, etc.):

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

 

2.   APPLICABILITY TO OTHER AREAS  (not to exceed 100 points)               ________

 

    A.  Academic Affairs               B.   Fiscal Services                    C.  Student Affairs

 

    District Wide = 100                 District wide = 100                     % of student body affected

    (# of divisions X 10)                (# of departments X 20)

 

 3.   SYSTEM LIFE                                                                                                ________

 

 4.   USER READINESS TO COMMIT PERSONNEL (not to exceed 30 points)________

 

Names of individuals assigned (10 points per individual)

     
     
     

 

 5.   ADMINISTRATOR DISCRETIONARY CATEGORY  (not to exceed 20 pts)________

    

Justification:____________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

 

                                                                                                              TOTAL     ________

 

**SUBMIT this form with SYSTEMS & PROGRAMMING REQUEST**

 

Additional information to assist with completing the form:

 

  1. Requestor fills our SYSTEMS AND PROGRAMMING SERVICE REQUEST Form, completing all of the REQUEST DEFINITION block.

    A. For all requests complete:

    1. Requestor (name of)

    2. Department name

    3. Department number (budget number)

    4. Phone

    5. Date (today’s date)

    6. Required by Date

    B. For mandated requests, choose one:

    1. Legal – any request or requirement legislatively imposed by the District Board, County, State or Federal levels of government.

    2. Administrative – any request or requirement to provide improved informational data that is initiated by or approved by the President or Vice-President.

    C. For non-mandated requests:

    1. Requestor checks the appropriate priority box determined by the point total from the REQUEST EVALUATION Form (see Step II)

    D. Requestor obtains the signature of the Division Administrator (Authorized By )

    1. Mandated requests are priority 1 by default. Ranking within priority is determined by the Information Services Committee.

     

  2. Requestor fills out a REQUEST EVALUATION Form for all non-mandated service requests:

    A.  A point assignment is made for the following categories:

    1. Estimated Benefit to the District. Describe the benefits and quantify them as completely as possible

    2. Applicability to Other Areas of the District.  Requests related to Academic Affairs/Instructional Services use 2A; Fiscal Services use 2B; Student Affairs use 2C.3.

    3. Expected System Life.

    4. User Readiness to Commit Personnel to assist in the request definition, development, and data gathering.

    B.  Requestor reviews SYSTEMS & PROGRAMMING SERVICE REQUEST and REQUEST EVALUATION with the Division Administrator.

    1. The point assignments can be adjusted

    2. The Administrator has a discretionary category which can be assigned points

  3. The SYSTEMS & PROGRAMMING SERVICE REQUEST and (for non-mandated requests) the REQUEST EVALUATION are submitted to the Director of Information Technology, who does the following:

    A. Assigns a control number to the request and enters it into the Project Control Log Book.

    B. Files a copy of the request in the Project Control Log Book.

    C. Assigns the original to an analyst to determine the level of support necessary to accomplish the request.

    D. The analyst will complete a SERVICE REQUEST – INITIAL RESPONSE and discuss it with the requestor. This should be within one week from receipt of the request. If this time-frame cannot be met, notify the Director of Information Technology so that satisfactory arrangements can be made.

  4. The REQUEST REVIEW section of the SYSTEMS & PROGRAMMING SERVICE REQUEST IS FILLED OUT:

    A. By the review analyst:

    1. Approach Selected

    2. Feasibility Reviewed by (name of analyst)

    3. Estimated Effort in hours

    4. Date (the date the review was completed)

    B. By the requestor:

    1. Requestor Approval (signature of the requestor)

    2. Date

    C. Based on the priority and evaluation, the requestor may elect to not continue the request, in which case the project is dropped and the Project Control Log Book is updated to indicate the request is cancelled.

  5. Priority Ranking of SYSTEMS & PROGRAMMING SERVICE REQUEST (SPSR)

    A. Non-mandated SPSR, requiring 40 or more hours of Information Technology resources, will be reported to the Information Services Committee by the Director of Information Technology for approval and priority ranking. These are returned to the Director of Information Technology. (Non-mandated requests requiring less than 40 hours, and mandated requests, will be priority ranked by the Director of Information Technology.)

  6. The Request Assignment section of the SPSR is filled in by the Director of Information Technology who:

    A. Signs his/her name in the Authorized By field

    B. Enters the name of the person Assigned To do this task

    C. Enters the Start Date and Estimated Completion Date

    D. Monitors the progress through completion at which time the Actual Completion Date and Actual Effort In Hours is filled in.