Welcome to the UITS Project Management Portal
At UITS, we deploy a modern, data-informed approach to IT projects. Our process and teams help ensure the right work is identified, resourced, and executed so that technology investments deliver meaningful value for students, faculty, and staff. This includes aligning projects to institutional priorities, strengthening governance, and providing clear visibility into the full project lifecycle.
To better support this work, UITS is moving toward a more transparent, consistent, and collaborative experience for campus partners. By standardizing intake, enabling data-driven decision-making, and leveraging integrated reporting tools, we are creating a single, connected view of the project portfolio from idea to delivery. The result is a more predictable, efficient, and accountable process that empowers campus leaders to make informed decisions and confidently move initiatives forward.
What We Do
Partner & Collaborate
Create a consistent, collaborative experience by streamlining how projects are requested, managed, and delivered across KSU.
Strategic Prioritization
Align technology projects with university priorities to deliver meaningful impact for students, faculty, and staff.
Support Project Lifecycle
Guide projects from idea to completion by providing structure, governance, and expert oversight across the full project lifecycle.
Provide Insight & Transparency
Increase visibility and confidence in delivery through clear reporting, dashboards, and insights that keep leaders informed and engaged.
What's Needed Before Submitting a Project Request
Before submitting a project request, please review whether your request should first be discussed with your assigned UITS Business Relationship Manager (BRM). Early engagement with a BRM helps ensure the university selects solutions that align with business needs, technical standards, data governance requirements, security expectations, support capacity, and long-term sustainability.
What else is needed prior to submitting your project request:
- Identified sponsorship and ownership: Confirm a project sponsor and key stakeholders who will provide direction, support decision-making, and stay engaged throughout the process.
- Documented business value and expected outcomes: Explain how the project will improve operations, support your unit, or deliver measurable benefits to the university.
- Alignment with university priorities: Demonstrate how the request supports institutional goals, strategic initiatives, or compliance requirements.
- Initial consideration of priority and urgency: Indicate how critical the request is, including any timelines driven by compliance, strategic initiatives, or operational needs.
Current Process Overview
UITS rolled out a more structured IT project intake and governance process—grounded in a detailed scoring model and firmly aligned with both Taking Flight (the KSU strategic plan) and SOAR 2028 (the UITS strategic plan). Ultimately, we believe this new framework enables us to align UITS’s efforts more effectively with the University’s strategic priorities while providing reliable, consistent service to campus.
The new scoring model evaluates how closely each project request aligns with the University’s Taking Flight plan and UITS’s SOAR 2028 goals. It also factors in resource requirements, organizational change impacts, and KSU’s overall risk profile. Any new requests will be placed in a separate backlog until resources become available. This helps avoid overcommitting limited personnel and compromising quality. By incorporating this model into the official intake process, we can focus on the projects that drive the most value for the University.
Each request must identify an Executive Sponsor (Dean, VP, or AVP), a Project Sponsor to support the day-to-day activities during the project, and a dedicated business process owner from the outset. This ensures accountability at the right leadership level and boosts project success.
Roles & Responsibilities in IT Projects
Executive Sponsor
Provides strategic direction and executive-level support to ensure the project delivers value to the university.
- Champion the project at the leadership level and ensure alignment with university priorities
- Approve the Project Charter and participate in governance and strategic discussions
- Secure and support resources, including funding and cross-departmental staffing
- Maintain consistent sponsorship throughout the project lifecycle
Project Sponsor
Leads the business side of the project and is accountable for outcomes, direction, and stakeholder engagement.
- Define the business goals and expected outcomes for the project
- Ensure alignment with university strategy and unit priorities
- Commit and coordinate business resources across teams or departments
- Serve as the primary communicator with leadership and stakeholders
- Drive decision-making and provide approvals, including scope and deliverables
Business Process Owner
The Business Process Owner ensures that the project delivers effective, compliant, and sustainable process improvements.
- Define and document current processes, including pain points and opportunities for improvement
- Lead process design and optimization efforts to support project goals
- Ensure compliance with university policies and external requirements
- Monitor outcomes and performance to assess the effectiveness of process changes
