Project Intake & Governance

Project Intake

To ensure that IT considers new projects and solutions with due diligence, each idea is guided through the intake and governance process to ensure the on-time delivery of the right solutions to the appropriate audience. The major milestones for this process are summed up in three documents: concept proposal, business case, and investment proposal.


Concept Proposal

New ideas for IT projects start with a concept proposal, which is the ideation document. This document provides an explanation of the problem and how it might be solved by a technology solution. Written in collaboration with the requester, a concept proposal is submitted to the relevant governance group for approval or rejection. If there is an identified solution to the problem statement outlined in the concept proposal, a business case can be bypassed, and the intake process proceed directly to an investment proposal.

To review the specific sections covered when writing a concept proposal, click here to view the template.

Business Case

If the relevant governance group approves the concept proposal, and further discovery is needed to determine the optimal solution, a team will be assembled to develop the business case. This step is a deeper dive into the high-level requirements, and will assess the viable technology options that meet the needs of the client. Written in collaboration with the requester, stakeholder(s), and subject matter experts, the business case details the following:

  • Project goal and scope
  • High level requirements
  • Each solution option will include:
    • High level description of the option
    • Costs estimates
    • Estimated timeline
    • Estimated resources
    • Benefits and risks

To review all of the sections covered when writing a business case, click here to view the template.

Investment Proposal

If the governance group approves the business case, a team will be assembled to determine the specific investment required for the selected option. This process will solidify the financial details of the technology solution. The team will present the investment proposal to the relevant governance group for approval. Written in collaboration with the requester, stakeholder(s), and subject matter experts, the investment proposal document includes the following:

  • Refinement of project goal and scope
  • Description of the technology solution
  • Benefits and risks of the investment
  • Costs, including sources of funds, savings and return on investment
  • Resource plan

To review all of the sections covered when writing an investment proposal, click here to view the template.

USF purchasing guidelines should be followed when attempting to obtain new technology solutions or services. For more details, please click here.