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University Project Request Process
1) Submit Request
A department, college or division submits a request along with supporting information through the Request a University Project service.
2) Intake Review
Requests are reviewed for completeness, generally within 5 business days. If any required information is missing, the requester will be contacted to provide additional information.
3) Division Review and Ranking
Vice Chancellors review and rank requests from their division. Additionally, divisions may remove requests from consideration or attach division funds to a request at this stage.
4) IT and Facilities Review
IT and Facilities review high ranking requests to identify concerns and provide feedback on feasibility, cost, risks, and resource availability. As needed, other groups may be brought in to consult on the request as well.
5) Overall Ranking and Approval
All requests are reviewed at a university level by the Project Review Committee. Guided by division rank as well as UWSP's vision and strategic goals, requests are assigned an overall rank. Requests are then approved, held, or declined based on ranking and availability of required resources. Additionally, University Funds may be allocated to approved requests at this stage.
6) Notification
Requester are notified of the decision for their request and next steps.
Post Decision-Next Steps
Approved requests
Next steps for approved requests will vary depending on the request. The requester will be informed of the next steps when notified of the decision on their request in step 6 above. Generally, approved requests will be:
- converted to a project and move on to scheduling and execution
- forwarded for further planning, development, or quotation prior to execution
- directed to a work order (for requests with minimal IT or Facilities requirements)
- provided funding for procurement (for procurement-only requests with no IT or Facilities requirements)
For requests containing Facilities project work, please see Facilities Project Lifecycle for more information. IT project lifecycles will vary depending on the type of project.
Approved, not funded requests
Requests which did not have funding attached to them at submission and which did receive division or university funds during the above process may still be approved. However, the requester must provide the funding for the request during the current request cycle to proceed. If funding is provided, the requester should notify XXXXXXX of funding and for next steps. The request may then proceed as an approved request (see "Approved" above).
Held requests
Held projects are on hold pending resource availability. Generally, these are mid-ranked requests for which the required resources are not currently available but may reasonably become available during the current request cycle. These projects are held in queue and if the required resources become available, they will be fully approved and the requester notified. If required resources do not become available during the request cycle, the request will be declined prior to the start of the next request cycle.
If the request is held pending funding and the requester wishes to fund the request without waiting for division or university funds, please see "Approved, not funded requests" above and follow the steps there.
Declined requests
Declined requests will not move forward during the current request cycle. They may be submitted for reconsideration during the next request cycle.