IT Connect
Your connection to information technology at the UW

IT projects and acquisitions

Your guide to reporting requirements for technology investments at the UW

About the policy for all IT projects and acquisitions at the UW

All information technology (IT) projects and acquisitions at the University of Washington (UW) must comply with the UW’s policy governing how projects are reported and tracked and how money is spent, regardless of the funding source. This policy is outlined in the UW’s Administrative Policy Statement on Information Technology, Telecommunications and Networking Projects and Acquisitions (APS 2.3).

This website is your guide to what you need to do to comply, and provides an online tool to help you identify the requirements for your specific IT project or acquisition.

Who should follow this policy?
The rules for technology investment and stewardship guidelines apply to every IT project or acquisition within any unit or conducted by any individual throughout the University of Washington.

If your acquisition or project relates to information technology, it likely falls within the scope of the policy. Depending on cost and size, you may need approvals before getting started and you may need to comply with various reporting requirements once your project is underway.  

Additionally, all projects, regardless of their cost, must adhere to the stewardship guidelines for IT projects and acquisitions.

View the complete list of project and acquisition types that bound by the policy.

View the policy

Use our tools to help determine compliance and approval requirements for your project

About the tools
Two tools are designed to help navigate the policy, by creating a high-level description of your project, and determining what processes and approvals are required by the policy.

  • The Concept Briefing Document helps you prepare a short, high-level briefing on your project.
  • The IT Project Assessment tool helps determine what approvals and other conditions are required by the policy, depending on your project’s cost, size and type. 

The tools are intended to provide guidance only; it is your responsibility to ensure you meet all requirements for your project or acquisition. You will need to complete both of these to describe your project or acquisition.

What to expect
The tools will ask you a series of questions about your project or acquisition, including:

  • Basic information about what it is
  • The business goal or desired outcome
  • Any relevant factors that further motivate your project
  • How much it will cost, including your department’s labor and ongoing operation costs
  • How widely it will be used

In the IT Project Assessment, you will be guided through a set of questions designed to determine the level of oversight required by the state of Washington and UW policy, and you will fill out worksheets to estimate the investment cost and five-year system-life cost. View a list of information you may want to prepare in advance.

After your assessment has been reviewed, you will receive a summary of requirements, tailored to the specifics of your project or acquisition. Depending on the size and breadth of your project, you may need to work further with UW-IT’s Compliance Assurance & Major Procurements and IT Vendor Risk Management service, or other UW offices (Privacy, Procurement, etc.).

In the Concept Briefing Document, you will provide information about your project, including the business problem you are trying to solve, motivations for the project, and cost and funding scenarios. In the end, the answers to these questions will form a high-level briefing of your project.

Samples of both tools are available in PDF format, so you can gain a clear understanding of what to expect when completing them.

Small project or acquisition exemptions
Many technology projects and acquisitions below a certain dollar amount fall under a simpler set of guidelines. Learn about small purchase or project exemptions.

Before you begin
Contact your internal department administrator to determine how your department handles new IT projects and acquisitions and whether there are additional reporting requirements. Be sure to also review the stewardship guidelines for IT projects and acquisitions.

Need help?
During the process, if you become stuck or don’t know how to answer a question, you can contact Compliance Assurance & Major Procurements for assistance.

Ready to begin?

Concept Briefing Document    IT Project Assessment

 

Last reviewed December 16, 2019