A project is a temporary, planned endeavor with a defined beginning and end that follows guidelines and creates a unique product, service, or result based upon specific, agreed-upon outcomes.

Example IT projects include but are not limited to:

• Software/application development
• Server implementation
• Network installation/configuration
• Website design and development
• Developing a new data warehouse
• Vendor-based software implementations
• Outsourcing business functions to a vendor that includes IT systems
• Significant changes to or replacement of an existing IT service
• A business-process change initiative that requires IT changes

• Unplanned interruption or reduction to the quality of an IT service (incident)
• A request for information, advice, a standard change, or access to an existing service (service request)
• Effort considered routine maintenance or a minor alteration to a system
• A single isolated enhancement to an application or a new report
• Replacing hardware (servers, desktops, etc) and standard software procurement (Microsoft, Adobe, Apple, etc.)
• Requesting IT consultation services that do not result in any new technology implementations

Examples: Access to existing systems or applications, password reset requests, minor data field changes/updates, requests for a new computer

You can submit an IT service request or incident at https://www.bu.edu/tech/contact/ or email bumchelp@bu.edu. Those can also be used to request enhancements to existing applications (if a project request is subsequently required we will let you know).

The project request process involves:
1. Preparation and submission of a new project request. The requestor gathers information on the proposal, gets sponsor approval, and submits the request form accessible from the blue button above “Fill out the project request form” or from this link. Both the requestor & sponsor will receive an email notifying them that we have received the request.
2. Initial review generally takes one to two weeks.
3. Communication and Collaboration. Within two weeks the requestor will be contacted to discuss the project in more detail, which may include clarifying questions, resource and timeline conversations, and recommendations.
4. Governance Process. Project requests are reviewed by BUMC IT Leadership and prioritized according to the BU Technology Plan. Depending on the scope of the project BUMC Leadership and IS&T governance may be consulted.
5. Final decision will be communicated to the requestor and can be tracked at the Service Portal Home.

Initial review and communication to the requestor should occur within two weeks. Depending on project complexity and the details provided in the initial submission, it is possible additional review and discussion may be required between BUMC IT and the requestor.

The total estimated duration is generally expected to be between four to eight weeks on most requests.

Our objective is to quickly evaluate whether IT service providers can assist the requestor, and if so to formally approve the project and move forward with an established timeline.

This process is not intended for routine technology purchases or upgrades. Researchers should answer two questions to determine whether or not their project should go through this process:

• Will the research project lead to the creation of a new IT resource which may become supported for use broadly on campus?
• Will the research project exceed available physical data center space or require the expansion of physical data center utilities (space, power, cooling), or exceed available network capacity or bandwidth currently available on campus?
• Is the research project requesting custom web application development?

If the answer is “no” to all three, no additional action is needed and the project does not need to go through this process. If the answer is “yes” to any of these questions, the researcher should complete and submit a project request.