IT Capital Investment and Shared Services Request Process

Have questions about technical strategies, IT architecture, IT systems design, IT solutions, or alignment with the IT strategy? Contact Bob Guthrie.

Have questions about the IT Capital Investment and Shared Services Request process? Contact Edie Van Wert.

The IT Capital Investment and Shared Services Request process allows the IT Governance committees to review, compare and prioritize information technology requests collectively. The IT planning process includes all university domains: Administrative, Clinical, Shared Infrastructure, Research Computing, Security and Privacy, and Teaching and Learning.

The process can be used when a unit is seeking funding, or when a unit has an idea or service it believes has broader use. Sharing plans and information across units will bring synergies and dependencies to light, resulting in more consistency across departments, improved quality, reduction in duplicate solutions and more effective use of available funding. A unit should use the IT Capital Investment and Shared Services Request process when proposing an information technology investment that may have broader use across multiple units.

This periodic process:

  • Provides a portfolio view of all requests, ensuring WashU’s limited resources are used to support the highest priority IT needs and best ideas
  • Provides visibility to funding needs over multiple years
  • Aligns IT investments to WashU strategic plans so that we remain competitive
  • Fosters more unit collaboration and transparency
  • Provides visibility into unit-driven innovation efforts to create awareness and support
  • Allows IT services to be optimized, reused and extended to become common good or toll services with maturity
  • Ensures a sound infrastructure foundation for mission unique solutions
  • Integrates/Aligns unit plans to the university enterprise architecture roadmaps and support services where appropriate
  • Provides a sustainable way to avoid using university dollars to create duplicate services

While there is no formal IT Capital Investment and Shared Services Request Process for fiscal year 2017, the OCIO will still review any ad hoc requests submitted.

The Process

  • Submit WashU IT Investment Request Form for each investment request to the Office of the CIO (OCIO). The OCIO will collect and distribute requests to the governance committees and track decisions.
  • Enterprise Architecture will work with the domains and make recommendations for optimizing solutions where appropriate.
  • Domain committees will review all submissions against their domain strategy, then collaborate and prioritize their own lists.
  • IT Leaders Committee aligns proposals to Enterprise Architecture, support model, and IT Capital Plan, then make recommendations.
  • IT Council Committee aligns proposals to university strategy, IT Capital Plan, policy, and principles, then makes recommendations.
  • Submit collective recommendations to IT Executive Committee for decision.
  • Decisions regarding how many investments can be funded.

The Criteria
IT capital investments are made to create assets (IT services) that: have future value; are expensive; are interrelated with other assets; and require a longer planning horizon. IT capital planning is used when an organization wants to plan together to achieve economies of scale, sequence investments to avoid rework, achieve interoperability and integration, or meet larger strategic needs. Using capital requires planning, communication and coordination across the enterprise. In summary, criteria for submitting proposals in the IT capital investment process include:

  • Project/Service has (or potentially has) broad use across the institution (or with a significant community within the institution)
  • Project/Service requires significant investment
  • Project/Service requires broad or high level sponsorship
  • Project/Service could potentially eliminate unnecessary redundancy
  • There’s opportunity to leverage purchasing power (negotiated volume discounts) for equipment, licensing, or services
  • Implementation of service requires the use of IT human resources across the university

Please note that investments for auxiliary funded organizations are not included in the IT capital investment proposal process.

Proposals should be submitted if:

  1. They meet one or more of the criteria above, and
  2. They require full or partial funding, or
  3. You are sharing an idea to see if others across campus have a similar need/interest

Proposal Evaluation Criteria
Proposals will be evaluated across the following items:

  • Each other
  • Alignment with university strategy
  • Alignment with domain strategy, when existing
  • Alignment with IT architecture
  • Impact on university
  • Sponsorship
  • Available funding