VSC IT Project Information and Request

Welcome to the Vermont State Colleges (VSC) IT Projects page! You will find information about IT projects and project management resources below. Our goal is to enhance the digital experience for our students, faculty, staff, applicants, alumni, and retirees across Vermont State University (VTSU) and the Community College of Vermont (CCV).  

What is an IT project? 

An IT project at VSC is a planned effort to create or improve a technology system or service. This could be anything from launching a new application to upgrading existing software. Projects have specific goals, timelines, and budgets, and they aim to provide value and benefits to our students, faculty, staff, and other constituents. 

Examples of IT projects 

Assessing and launching a new application or system. As an example, in 2023 CCV, VTSU, and OC worked alongside IT to implement a new emergency alert system, Rave. This project took several existing Rave instances and combined them into one single instance.  

Digital Accessibility Compliance: This project aims to support compliance with a11y digital accessibility standards. The project includes auditing current systems, providing faculty training, and developing policies to ensure that all digital content is accessible to all users.

Operational tasks 

Operational tasks are routine maintenance activities that keep our systems running smoothly. These tasks are generally smaller in scope and do not require extensive coordination or testing. Examples include resetting passwords or solving DUO issues, general IT questions, and installing already approved software. They typically do not require many departments or people to be involved to solve the issue and do not take an extensive amount of time. If anyone has a general IT they are welcome to open a ServiceDesk ticket , but also welcome to open a ticket if you have questions about projects, project management, or any other IT related questions.  

How to request an IT project 

To request an IT project, please use our IT Project or System request form. This form helps us gather the necessary information to evaluate and help you plan your project. Once submitted, your request will be reviewed by the IT Directors, and you’ll be contacted to discuss the next steps. 

IT project request and review process

IT project request submission

All IT project requests begin with the submission of the IT Project Request Form. This form is used to formally propose new initiatives that require support or resources from the IT department. Once a request is submitted, notifications are automatically sent to the Chief Information Officer (CIO), IT Directors, and the Lead IT Project Manager to ensure timely awareness and visibility of the proposed project.

Initial review by IT leadership

Submitted project requests are reviewed by the CIO and IT Directors during the bi-weekly IT Leadership meeting. During this initial review, the team evaluates each request based on several key considerations. Priority is assessed to determine the urgency or criticality of the project. The scope of the project is also examined, including the estimated level of effort, resource needs, and potential impact on the university. Finally, the group evaluates the level of IT involvement required to successfully execute the project, helping determine whether the initiative is feasible with available support.

Security review

If the request is approved during the leadership review, it then moves to a security assessment phase. At this stage, the Director of Security and the IT Project Manager partner with the requesting department to evaluate the project’s alignment with university security standards and IT policies. The goal of this collaborative review is to identify any potential risks, ensure compliance, and mitigate any concerns before the project proceeds further.

Project Approval & Kickoff

Once a project passes the security review, it is formally added to the university’s IT Project List. At this point, the IT department and the designated functional owner assign a priority level based on how well the project aligns with institutional strategies and the availability of resources. The project then transitions into the kickoff and planning phase, where an IT project lead is assigned and work begins to define the scope, timeline, and deliverables.