Proposal Review

Review of Level 1 Proposals

ITPC Subcommittees will review all Level 1 proposals and provide an approved or disapproved decision for each proposal. Where proposals are rejected, the subcommittee will provide a rationale for the decision. Subcommittees may also request additional information from the proposal submitter if needed prior to a decision on a proposal.

After ITPC Subcommittee review, the ITPC will review Level 1 proposals and either approve or deny the proposal. If approved, Level 1 proposals are forwarded to the ITPC project scheduling queue. Level 1 proposals and their dispositions are communicated through a quarterly newsletter and the monthly status report.

Review of Level 2 Proposals

ITPC Subcommittees will review all Level 2 proposals. The increased detail provided in a Level 2 template should facilitate a better evaluation of financial return by providing a more accurate prediction of costs, effort, timeline, etc. associated with doing that project.

Subcommittees may add any commentary related to resources or other issues that would be helpful to ITPC in evaluating the proposal. Subcommittees may reject a proposal if they choose and the proposal will not proceed to ITPC. Where proposals are rejected, the subcommittee will provide a rationale for the decision. Subcommittees may also request additional information from the proposal submitter if needed prior to a decision on a proposal.

After ITPC Subcommittee review, the ITPC will review Level 2 proposals and either approve or deny the proposal. Level 2 proposals approved by ITPC are forwarded to the ITPC project scheduling queue. Level 2 proposals and their dispositions are communicated through a quarterly newsletter and the monthly status report.

Review of Level 3 Proposals

Level 3 projects will be evaluated and selected on an annual basis. This selection process is aligned with the University of Illinois annual budget cycle to better facilitate the review and funding of larger initiatives. Projects approved by the ITPC subcommittees and ITPC are forwarded to AAPC for final review. The ITPC can approve up to $1.4M in ITPC funding for each fiscal year. After the annual review of large ITPC project proposals, the remainder of the $1.4M is available to fund standard ITPC projects throughout the fiscal year.

Additional Reviews

Depending on the nature of the proposal, other technology review groups may become involved in the evaluation process. These groups include the AITS Enterprise Architecture Committee (EAC), the University IT Leadership Team (UI IT LT) or the UI IT LT Common Architectural Vision (CAV) working group. The ITPC will coordinate any reviews with these groups.

The processes outlined above are consistent with the current best practices for prioritizing information system initiatives in higher education, as well as across many other industries. However, as with any practice, they will need to be modified over time to accommodate the needs of our University. The ITPC committee members welcome your feedback and look forward to making this process as streamlined and effective as possible.