Montgomery County

The Information & Technology Solutions Team

Project Request & Procedure

Purpose:To set forth Montgomery County Information & Technology Solution (ITS) Team’s policy and procedure regarding the initiation, authorization and approval/denial of technology projects and initiatives.

Policy:All technology projects and initiatives involving ITS, other county departments and/or outside vendors/consultants will be reviewed by ITS. The ITS Team will resolve and prioritize the competing demands for county and ITS services and resources. ITS Team is committed to providing county departments support and technical assistance.

PRF Procedure:

  1. The requesting department will acquire a copy of the Project Request Form (PRF) request form. This PRF is to be completed by the department’s data processing (DP) coordinator/assigned contact person. The PRF is designed to be utilized electronically and is formatted in Word for Windows.
  1. The department designates a contact person to represent the department for the project. The requesting department completes all information on the PRF form. This form should be prepared and sent to the department’s Relationship Manager (RM). The requesting department forwards that PRF file to the department’s RM for review of the project’s requirements. PRF’s received from persons other than the DP coordinator /assigned contact person will be returned for approval.
  1. The department in conjunction with the respective RM should set the priority of the project request. It is helpful to use these defined categories to set the projects priority.
  • 1 - Mandatory:Projects required by law or regulation.
  • 2 - High:Projects with significant known tangible benefits.
  • 3 - Normal:Projects with recognized but intangible benefits
  • 4 – Low:System enhancements and improvement projects with low or unknown benefits
  1. The RM will present the PRF to the County Chief Information Officer (CIO) and other ITS management. The Resource Manager and the RM will coordinate the resources and prioritize the project relative to the competing demands for county and ITS services and resources.
  1. The RM will notify the appropriate DP coordinator/contact person of approval or denial of the PRF. Upon approval of the PRF the RM will work with the Resource Manager to allocate the appropriate resource to the project and create a project schedule.
  1. The Information & Technology Solution Steering committee will be updated regularly on the status of ITS project’s and initiatives.

PROJECT REQUEST FORM

Information & Technology Solutions Team

Project Number ______

Information:

Requester: / Phone:
Department: / Date:
Email Address:
Requester Signature (Required):

Project Information:

Project Title:
Date Required:
Expected Start Date:
Application Software:
Category: (check one).
New Functionality (Development) -- nothing currently exists (includes interfaces)
Report
Enhancement
Modification
Hardware Request (Upgrade)
Requirement:
State/Federal Requirement
Departmental Requirement
Other
Description of Project Request (please limit to one paragraph):
Will this project interface with any other system? Yes No
If yes, which system(s).

Project Justification:

Please explain Project Benefits (cost savings, improvement of service, time saver (how much and who), improved staff productivity, helps to meet county initiative(s), etc.)

Project Priority:

Relative Priority: (check one).
Mandatory: Projects required by law or regulation
High: Projects with significant known tangible benefits
Normal: Projects with recognized but tangible benefits
Low: System enhancements and improvements projects with low or unknown benefits

Budget Information:

Source of Funds:(check one).
County
Grant
State/Federal Funding
Other

Project Approval/Denial:

Approved Denied
Approved/Denied Signature:
Established Priority:
Reason for Denial: