IT Governance Process

Fiscal Year '28 IT Governance Process:

All New Project Requests are due Friday, November 6, 2026.

Here is the Fiscal Year '28 IT Governance Process timeline:

1. Friday, November 6, 2026: the project request must be received by the ITS Project Management Office (PMO).
   • The Project Request Form is located on the new community site my.suffolk.edu ITS Project Request Form
   • The ITS Project Request Form must be approved by the Requester, Manager, and the Sponsor. Sponsors are at the Vice President, Provost, and Dean Level. Submission of a signed Project Request Form does not imply a guarantee that it will be approved.
   • How your department will fund the new request must be identified. On the Project Request Form please complete (1) If the source of funding has been identified, provide the department and budgeting information or (2) If there is no identified source of funding, note that the request is for ‘new funding’.
2. Monday, November 9, 2026 – Friday, January 29, 2027:
   • The request will be reviewed to determine if there is an option already being used at the University that can meet the requirements.
   • All new project requests must have an Accessibility Assessment, Security Assessment and Technical Review completed. If the project request does not meet Suffolk University standards it will not move forward. If there are no issues with the Security Assessment, Accessibility Assessment and Technical Review, the PMO will work with the requester to prepare the Value Proposition Presentation to present to the ITGEC.
   • If the Project Request is to replace a Current Software, a Discovery Team will be created that will assess the request, attend vendor demos (2 – 4), and determine the best recommendation to submit for approval.
3. Monday, February 1, 2027 – Friday, February 26, 2027: Value Proposition Presentations are presented to IT Governance Executive Committee (ITGEC). Post all presentations, the ITGEC will review and rank the requests for the Budget Committee (for final review and approval).
4. The Week of April 12, 2027: The project requester and sponsor will be informed if the project is approved for FY’28. This is an estimated date based on the Budget Committee Meeting Schedule. If the project is approved, the procurement process begins. The PMO will start working on an estimated start date; please note that project start may be deferred until later in the fiscal year subject to ITS’ project capacity.

Task vs. Project

When evaluated, some initiatives may be determined to be a task rather than a project.