Project Proposal - Insert Project Name

Date, Version #.#

Section 1: Business Request (To be completed by requestor)

Project Details
Project Sponsor(s)
UMT Sponsor
Key Stakeholders
Strategic Theme / Objective / Enabler
Data Protection Impact Assessment	DPIA required ☐, DPIA not required ☐ If required, who will complete the DPIA?
Primary Author – Section 1

<NOTE: Blue text contains guidelines on how to use the Template. All blue text should be deleted in the final version.

Completed sections should be saved in regular black text.>

1.1	Context - Business Need / Problem / Opportunity

<Describe the reason why a project should be initiated. Think of the situation that the project will address in terms of responding to a business need, or providing an answer to a problem or taking advantage of an opportunity. The context of the project can be described by a combination of any of the above scenarios.>

<Why should a project be initiated? What problem does it address or what opportunity will it create? What is the business need?>

1.2	Outcomes / Benefits

<Identify and describe at a high-level the main outcomes that can be expected from the proposed project. Think of outcomes as the result of the change that the proposed project will implement in the organisation – the future or desired state. What value will it deliver to the University? E.g. an outcome may be increased research impact, or increased revenue. It should be possible to link measurable benefits directly to the outcomes. How will success be measured?

Who is the intended audience? How will this benefit students and staff?>

Type of Outcome (Select all that apply)
Improved Productivity ☐, Process Improvement ☐, Improved Student Experience ☐, Improved Staff Experience ☐, Increased Revenue ☐, Reduced Costs ☐, Compliance ☐, Mitigate Risk ☐, Research Impact ☐, Research Activity ☐, Reputation/Profile ☐, Strategic Positioning ☐

1.3	Risk of Doing Nothing

<What is the impact of not completing the project? What is the impact of deferring or delaying the project? Are there alternative ways of addressing this business need / problem / opportunity? Be specific if there are risks to UCD.>

1.4	Funding Source

How will this project be funded? Please give details.

Please note if cost savings are / are not expected from this project.

Section 2: Solution Proposal (To be completed by IT Services)

Additional Project Details
Proposed Headline Project?	Choose an item.	IT PMO Review ☐
Primary Author – Section 2

2.1	Approach to Solution (and alternatives considered)

<What approach is going to be taken to identifying the best solution to address the business need / problem / opportunity above? Or… if a preferred solution has already been identified, provide a high-level solution description, including: 1) How will this be delivered? 2) What other options were considered and why did you decide on this approach? 3) Who have you consulted with?>

2.2	What will Change?

Current State (before the project)	Future State (after the project)
Think storytelling. Describe at a high level the current state of technology/system and processes that exists today. Do not describe details or include process maps.	Describe at a high level the desired future state of each current state item. Will technology need to change? Will processes need to change? Who is affected? What people, schools / units need to change in order for the project to be successful?

2.3	Cost and Resources

Estimated Resourcing / Budgets € (incl VAT)	2021/22	2022/23	2023/24	2024/25	2025/26	5 Year Total
Project Costs (CapEx): Short description of item(s)	<x,xxx>
Existing OpEx: Short description of item(s)	<x,xxx>
New OpEx: Short description of item(s)	<x,xxx>
Total €
Total UCD staff days / FTE
<Is there a budget requirement for the discovery phase of this project? If known, what is the estimated high-level budget range for a full solution? What are the once off project costs (capital expenditure)? What is the ongoing increase in annual operational expenditure? How many vendors did you have dialogue with? How did you arrive at these figures? Is this the mean, median or lowest option? Highlight existing expenditure in black and new budget asks in red. What internal UCD resources are required for this project and ongoing support? (i.e. staff FTE or staff days allocated to the project)?>

2.4	Timing and Milestones

Milestone Description	Target Start Date	Target Delivery Date