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Partnering Together to Deliver the Right Solutions
UW Information Technology (UWIT) is committed to serving as a trusted strategic partner to the University of Wyoming community. As demand for technology services, applications, integrations, and digital transformation initiatives continues to expand, UWIT is introducing a Project Intake and Review Process to better align technology investments with institutional priorities and deliver services more efficiently and effectively.
This pilot initiative is designed to increase operational efficiency, reduce administrative burden, and maximize the value of existing resources. By providing a structured approach for evaluating and prioritizing requests, the process ensures that projects receive the appropriate level of planning, support, and resourcing while providing increasing transparency and visibility into technology investments across the institution.
As part of this effort, UWIT is also developing the university’s first Application Portfolio, creating a comprehensive view of the software and applications currently in use across campus. This inventory will help departments identify existing solutions, reduce unnecessary duplication, optimize costs, and make more informed technology decisions to support the university’s mission and strategic goals.
Why is UWIT Introducing a Project Intake Process?
The Project Intake and Review Process enables UWIT to:
- Better understand campus needs, priorities, and business requirements
- Align technology investments with the university’s strategic goals and objectives
- Coordinate and prioritize work across multiple UWIT teams and stakeholders
- Identify and leverage existing solutions before introducing new technologies or applications
- Ensure projects receive appropriate planning, support, and resources for successful implementation
- Increase operational efficiency, reduce administrative burden, and maximize the value of university resources
- Evaluated for risks, dependencies, and impacts across UWIT and campus stakeholders
- Positioned for successful implementation and measurable outcomes
What Does the Process Look Like?
The UWIT Project Intake Process is comprised of three phases from idea to approved project:
- Phase 1: Idea Triage, where an intake form is submitted and reviewed
- Phase 2: Scope IT Out, where a business analyst works with the client to gather requirements, assess needs, and validate scope
- Phase 3: Prioritization and Resource Planning, where approved proposals are prioritized, aligned with available resources, and added to the project portfolio
When Will My Project Be Reviewed?
After submitting your UWIT Project Request Intake Form, you will receive an email confirming that your request has been successfully submitted. The request will then be reviewed by the UWIT Project Intake Review Committee, which includes the UWIT Vice President and departmental directors.
Following the committee's review, you will receive an update on the status of your proposed project. A member of the UWIT team will contact you after the initial review, and Emma-Jane Alexander, UWIT Portfolio Manager, will serve as your primary point of contact throughout the process, providing ongoing communication and engagement as the project advances.
Submitted before Wednesday at 1 p.m.
→ Reviewed the following Monday
Submitted after Wednesday at 1 p.m.
→ Reviewed one week later—the Monday after next
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Submission timing
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First Monday after submission
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Monday after next
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Before Wednesday, 1 p.m.
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Committee review ✓
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—
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After Wednesday, 1 p.m.
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No review yet →
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Committee review ✓
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Example dates:
- Submit before 1 p.m. on Wednesday the 19th → reviewed Monday the 24th.
- Submit after 1 p.m. on Wednesday the 19th, or on Thursday the 20th or Friday the 21st → reviewed Monday the 31st.
Our goal is for UWIT to serve as a trusted strategic partner, delivering exceptional service by providing the right technology solutions at the right time to advance the mission and institutional priorities.
What is a Project?
A project is a multi-step effort with:
- An identified sponsor (College/Unit)
- A defined start and end date
- A clear scope
- Associated costs or resource commitments
- A measurable outcome or impact
Example Project
You are seeking a new application to support a business process that cannot be adequately addressed with its current tools. The effort may require software evaluation, procurement, implementation, integration, testing, training, and ongoing support.
These are example types of requests that should be submitted through the Project Intake Form.
What is Not a Project?
Many requests can continue to be submitted through the existing support channels that campus has successfully used for years. In general, if you need assistance troubleshooting, repairing or updating an existing service, system, or application, your request can likely be submitted as a support ticket.
Example Typical Ticket
A user is unable to access Canvas course materials and receives an error message. The issue requires troubleshooting an account, browser, course site, or existing system configuration.
This type of request should continue to be submitted through the normal Help Desk or service ticket process.
If you are requesting a new capability, system, application, integration, or significant enhancement, it is likely a project.
How the New Process Benefits You
The new intake process is designed to help departments find the best solution for their business need.
For example, a department may submit a request for a new application to manage events, appointments, documents, or workflows. Through the Project Intake and Review Process, UWIT can assess the requirements and determine whether an existing university-supported solution already meets the need. Leveraging existing tools can reduce costs, accelerate implementation, minimize support demands, and improve the return on institutional technology investments.
By sharing your business need through the intake process, UWIT can identify whether:
- An existing campus solution already exists
- A current application can be expanded or configured differently
- A new technology solution should be evaluated
What Should I Start Doing?
If you are considering one of the following, please submit a request through the UWIT Project Request Intake Form:
- Information Gathering
- Request for Proposal (RFP) Support
- Contract Review
- Sole Source Justification Review
- Replacement/Expansion/Modification of existing system
- A new application or software solution
- Data Reporting & Analytics
- Legal/Compliance Need
- An integration between systems
- A technology initiative involving multiple stakeholders or departments
- A significant process improvement enabled by technology
If you are unsure whether your request should be submitted as a support ticket or a project, UWIT is available to help you determine the appropriate path. Please contact us at UWIT-Portfolio@uwyo.edu, and a member of the team will assist you.
As part of this initiative, we encourage you to share your experience through the Qualtrics UWIT Project Intake & Review Process Pilot - Feedback Survey[RK1] . Your feedback will us refine and improve the process to better serve the UW community.
We also welcome your questions, comments, and suggestions regarding the new process. Please contact Emma-Jane Alexander at UWIT-Portfolio@uwyo.edu for additional information or assistance.
What should continue through existing support processes?
Please continue to follow existing UWIT support and service request processes for the following activities and services. These requests do not require submission through the UWIT Project Request Intake form.
Partnering with UWIT on Project Requests
To ensure requests are reviewed, prioritized, and supported consistently, please avoid requesting project-related work directly from individual UWIT staff members, through Help Desk tickets, or by phone.
Instead, submit project requests through the UWIT Project Request Intake Form. This allows UWIT to properly evaluate requirements, coordinate work across teams, identify existing solutions, and allocate resources effectively.
UWIT colleagues remain available to discuss ideas, answer questions, and help you explore potential solutions. However, project-related requests will be directed to the intake form so they can be reviewed, prioritized, and supported through the appropriate process to provide a consistent and transparent experience for the campus community.
Where do I Access the Intake Form?
The UWIT Project Intake Form is the starting point for all new project requests. You are welcome to schedule a 15-minute consultation with Emma-Jane Alexander by contacting UWIT-Portfolio@uwyo.edu for guidance on the form completion.
Thank you!
Together, this process will help UWIT and campus partners make informed technology decisions, maximize the value of existing investments, and deliver successful outcomes for the University of Wyoming. Thank you for your engagement and participation in the UWIT Project Request Intake pilot. Your feedback and partnership are essential as we refine the process and prepare for full implementation on December 15, 2026.
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