ITC - Proposal Form Guidelines (Word Format)

2004 GO Bond Technology Requests Requesting Capital Funds - Guidelines

Please use this form1 as a guideline to assist with the preparation of all 2004 GO Bond Technology Fund requests against the originally allocated $95M. All questions require detailed answers; yes/no answers are not acceptable. Once you have gathered all of the information you need, submit the final proposal using this link. Once the official form has been filled out in its entirety, you will receive communication for attendance and presentation before the Governance Council for funding consideration. Should you have additional questions, please consult with the Office of the CIO.

Category Required Details Requestors Name Requestors Phone Number Requestors Email Address or DL Please submit a distribution list name if there are multiple parties involved in this request. Project Title General Description Please give an overview of this request. If this project allows colleges to implement over time, please include what it would cost if this became a district wide implementation.

Please indicate if there are any other products like this available in MCCD and/or externally that could be considered for this project? Executive Sponsors Please list all Maricopa executive sponsors for this project (example: President, Dean, VP, Directors, etc.). This person is responsible for assigning additional budget as needed. Project Management Who will oversee the success of this project to ensure it stays on budget and on time? Please describe how Project Management be handled, i.e., reporting, dashboards, meetings, etc.. Procurement Strategies List strategies for the purchase of the recommended solution such as an existing procurement contract, RFP proposal, and pricing quotes. Coordination with District Office procurement office is necessary prior to any approval for expenditures. Total ITC Budget Requested for Complete Project Financial Figure: Please indicate the total potential budget required over the life of this project. If this is a "multi-purchase" request, when filling out additional forms to show exact items purchased, including amounts, leave this field blank. This field should only be filled in for the initial request, not subsequent updates. Please include all taxes and shipping estimates that will be needed for the budget office. Fiscal Year Date: Drop down box associated to the fiscal year funding is to be expended. Anticipated Project Close Date Date: When will the project complete? Multi-part Orders Yes/No (Default is No): For any project that will have more than one order. Annual Operation Budget Financial Figure: Estimate what you believe the annual operation budget requirements are for ongoing maintenance Operational Support Requirements What are the anticipated annual budget requirements for this proposal? Will the project be

1 Form subject to change based on Governance Requirements.

Capital Funds – Proposal Form Guidelines 5/25/2018, Page 1 Category Required Details funded over multiple years? Where will operational funds come from: a) one campus b) a group or the District C) all of the above

Please indicate who at your institution(s) has committed operational support for this project (example: IT, Facilities, VP Admin, etc.). Staffing Requirements Please include "all" staffing requirements for this proposal (i.e., internal, consultants, college resources). If consultants are requested for this proposal, please include the following information: 1) Specific Role 2) Length of Time Needed 3) Who will oversee/manage the Consultants? 4) How will knowledge be transferred to MCCCD staff toward on-going maintenance? 5) Will the consultants participate and/or conduct training? If yes, describe their role in training. MCCCD Goals Alignment to: University Transfer Education General Education Developmental Education Workforce Development Student Development Services Continuing Education Community Education Civic Responsibility Global Engagement Other Funding Options If there are other funding options, please indicate what they may be. Describe any required budget details Please add any additional information you feel will assist ITC members in understanding your budgetary needs. Project Life Cycle What is the expected life cycle of this project? At what point is it expected to be replaced? District Wide Replacement Yes/No: Is this part of a district wide replacement initiative? If this is a District Wide Replacement - Please Describe Are other systems impacted? If so, please describe how the other systems are impacted. How many colleges participated in the research? Check Box: EMC, DO, GWC, etc. Is this a district wide service? If this is a system that is defined to support a District Wide service (example: PeopleSoft) how can the colleges benefit from its use? How does this system add overall value to Maricopa? What is the estimated schedule or timetable for Please describe the project's expected timelines for Piloting and/or Implementation implementation? Monitoring and Feedback How will ITC be kept apprised as to the implementation and ongoing progress of this (You may wish to review project management section project?

Capital Funds – Proposal Form Guidelines 5/25/2018, Page 2 Category Required Details above) Training Strategy Please describe the training strategy for this proposal. Be sure to include both technical and end-user training needed as well as a timeline for delivery. Risk Assessment Is there any risk in implementing this project? If so, please describe. Please describe the risk if this initiative is not funded. Contingency Plans & Alternative Options What is your contingency plan if this initiative is not funded? Please list alternative options with pros and cons for each. For example: 1) Requested Approach - Pros/Cons 2) Other Alternatives - Pros/Cons 3) Other Alternatives - Pros/Cons References Please indicate if there are any references of institutions already using this product. Please indicate which institutions were contacted and their responses as part of your research. Critical Success Factors Please describe how you will be evaluating the success of this project, i.e., what are the (Each question requires an answer.) critical success factors for this project? These should align to the Chancellor's Vision of One Maricopa, Student Success, and Public Stewardship. Topics to consider when filling in this section include the following. Please attach a separate document to your proposal if necessary to address this area completely.

1) How do you propose to keep this project on budget? 2) How will you ensure this project remains on task and on time? 3) What is the expected growth rate in usage (# of users for key functions, i.e., # of students using self-service)? 6) What is the value to the organization post go-live? 7) Integration (does the project interoperate with other systems in production?) 8) Operations/Support: a) Is the product operationalized? b) Are on-going maintenance costs in line with proposed costs? c) Did this go from a project to a program? d) What is the post go-live support model? e) Did you ask for 0 staff but needed (3) a year later? f) How will self-help materials and training be kept up to date? 9) How are issues tracked and reporting of those issues monitored? 10) Training is often thought of after the fact yet is critical to the success of the end-user. What is the audience for training? How will training be delivered, i.e., on-line, classroom, phased approach? 11) Communication is critical to the success of any project. What is the audience for communication and how will you ensure they will be kept informed? 12) Are there customizations needed for this project and if yes, what is the plan to eliminate and/or support them in the future? Is this an instructionally related purchase? If this proposal relates to instruction please check the box available.

Capital Funds – Proposal Form Guidelines 5/25/2018, Page 3 Category Required Details Infrastructure Refresh Program If this proposal is part of a hardware and/or infrastructure refresh program please attach schedule. Increase Request to Original Proposal This field is used when additional funding is requested against the "original" proposal and (This area assumes you need more funds to complete ITC approval. Please include the following if you are requesting additional Capital Funds: your project. Do not use this box unless you are 1) Why are additional funds needed? asking for additional funds.) 2) If there are additional risks involved with this increase please state those risks. 3) Does this increase request change pilot and/or implementation dates? If so, what are the new dates for the project? 4) If the increase request is not funded what will happen to the overall project and its success? 3) CIO ITS Projects Only: If an increase is needed on a project for equipment backfill, i.e., equipment need is already in-house as a spare but requires backfill, please list all affected projects. Reason for Increase Request Please describe why the original proposal has changed and a funding increase is requested. (District ITS - Please attach the Project Amendment Request Form) Ready for ITC Review Yes/No

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