Submitting a Proposal
Projects are categorized based on the level of effort and cost necessary to complete the work. For assistance with project proposals, please email esgcinfo@uillinois.edu. They can help guide you through the process. Find details for each category below:
Mandatory Projects
- Scope: ESGC project proposals may be mandatory or discretionary. Mandatory projects are those mandated by the Board of Trustees, regulatory bodies, or systems updates for the integrity of the application infrastructure. Discretionary projects are those that add new or improved functionality but are not required. Within project proposals, the mandatory elements of a project versus discretionary should be clearly distinguished.
- Submission: A mandatory project proposal is required.
- Approval Process:
- Project proposals are evaluated as mandatory by the ESGC Coordinator.
- Mandatory projects do not require formal approval by any committees, but any of the ESGC committees may request more information about any submitted mandatory project proposal.
Level 1 Projects
- Scope: 250 to 999 hours of administrative IT effort and up to $25,000, not to include backfill, in requested ESGC funding.
- Submission: A project proposal with Level 1 section completed is required.
- Approval Process:
- Subcommittees hold final approval authority for Level 1 proposals up to the dollar and effort limitations imposed by ESGC.
- Level 1 projects without subcommittee domain are reviewed by the appointed ESGC Coordinator.
- Level 1 projects are forwarded in summary fashion to XFG and ESGC for informational purposes only.
Level 2 Projects
- Scope: 1,000 to 4,999 hours of total effort or $25,001 to $249,999 in requested ESGC funding.
- Submission: A project proposal with all necessary sections completed for Level 2 is required.
- Approval Process:
- XFG has final review and approval authority over level 2 proposals.
- Level 2 projects are forwarded in summary fashion to ESGC for informational purposes only.
Level 3 Projects
- Scope: 5,000+ hours of total effort or $250,000 in requested ESGC funding.
- Submission: A project proposal with all necessary sections completed for Level 3 is required.
- Approval Process:
- For level 3 proposals, subcommittees review level 3 large projects in an advisory role to XFG and ESGC.
- XFG and ESGC provide advisory approval with recommendations provided to AAPC.
- AAPC has final review and approval authority over level 3 proposals.
Work Requests
For any effort requiring fewer than 250 estimated hours, a work request will be submitted. Fill out a request form.
Funding
The goal of ESGC funded projects is to enhance or expand University-wide systems (e.g Banner, Enterprise Data Warehouse, and projects which can directly or indirectly impact front-line academic units) ESGC funding may be used for projects approved by XFG, ESGC, or AAPC. Projects are approved and funds are allocated based on projected needs and University-wide priorities.
General Guidelines
- Funds may be expended on items specified and budgeted in the approved project proposal including software and equipment; consulting resources; and functional/technical office staffing.
- Project sponsors must identify maintenance and support funding as part of the project proposal. ESGC does not provide maintenance and support funding.
- The ESGC Coordinator will submit change requests to XFG if project costs are expected to exceed the approved project budget. XFG must approve the change request prior to the allocation of additional funds.
Prioritization
- The first prioritization occurs at the functional subcommittee level during the proposal review, where approved projects are ranked both against each other and against other projects in the queue within their functional area.
- The second prioritization process involves ranking all recently approved, in-queue, and on-hold projects across all functional areas through a survey conducted by Cross-Functional Group (XFG) members. The resulting numeric rankings are reviewed and adjusted during the quarterly XFG meeting.
Scheduling & Execution
Approval & Scheduling
- Once approved by all committees, the project enters the scheduling queue.
- The AITS PMO holds monthly scheduling meetings to determine project start dates, consider prioritization, estimate resources, align with strategic goals, and determine project impact.
Execution
- During project execution, a project manager is assigned, and progress is monitored. Quarterly reports are reviewed at XFG meetings and shared in the newsletter.
- Committee reviews are triggered for projects in flight if:
- Additional funds are requested.
- The project baseline exceeds 50% over the approved estimate.
- Actual hours or duration exceed 25% over the original baselines.