I-MAC Prioritization and Approval ProcessEach year the I-MAC chooses a set of IT projects to recommend for funding and to add to the existing portfolio of projects. There is an annual process cycle for these IT project proposals (including an off-cycle process for emergencies). In addition, due to the new IT acquisition policy, the I-MAC now has approval and oversight responsibilities for large projects that otherwise don't fit the criteria for going through the I-MAC cycle. The prioritization and approval process the I-MAC uses to choose IT projects thus is in three parts, as follows:
1. I-MAC Normal ProcessCall for and Preparation of ProposalsThe OIM Planning group announces the call for proposals and the submission deadline at the beginning of summer. Proposals are prepared and submitted to the I-MAC for review. Area RankingAfter the proposal deadline date, the executive vice president and provost prioritize the proposals sponsored by their areas with the result that every I-MAC proposal has a ranking such as SVP:1, SVP:2 for SVP area proposals, or Prov:1, Prov:2 for provost area proposals. Proposals sponsored by both areas are prioritized by both, and thus have two rankings, such as SVP:3 and Prov:4. I-MAC PrioritizationAfter area ranking, proposals and summaries are sent to I-MAC members to read. They receive a cover sheet listing all proposals, the area prioritizations, and other ranking criteria. I-MAC members use an online survey to rank the proposals as follows:
The three priorities have the following weights:
The I-MAC members' prioritizations are weighted and summed so each proposal has one score. For example, if a proposal received five highs, 12 mediums, and two lows, its score would be 5x3 + 12x2 + 2x1 = 41. The higher the score, the higher the proposal priority. At the next I-MAC meeting the committee discusses the proposal rankings and finalizes a prioritized list. Project PackagingI-MAC delivers the list of prioritized proposals to the OIM Planning group, which coordinates analysis of the list and puts together different scenarios for how the projects may be scheduled to accommodate the largest number of highest priority proposals. Scenarios take into account numerous factors, such as:
At the next I-MAC meeting the members study the scenario packages and approve one. The I-MAC then recommends to the U-TAC and the provost that the proposals in the package be funded. The latter take the recommendations into consideration when they make their funding requests. Proposals that are not in the package or that are not funded may be re-submitted next year, if desired. 2. Emergency Off-cycle ProcessExceptions to the normal approval cycle timeline are considered by the I-MAC only under extraordinary or emergency circumstances. Proposals approved between normal cycles could profoundly affect the schedules of already-approved projects. Off-cycle proposals:
3. IT Acquisition Policy Proposal ProcessProjects that have a five-year lifecycle cost over one million dollars must be approved by the I-MAC unless they are exempted by Section 6 of the UW Administrative Policy on Information Technology, Telecommunications and Networking Projects and Acquisitions. If these projects need central funding, OIM/UW Technology resources, or otherwise meet the I-MAC criteria, they go through the normal I-MAC prioritization process (or through the emergency, off-cycle I-MAC process). Even if these projects do not need central funding or OIM/UW Technology resources, and do not fit the other I-MAC criteria, they still require I-MAC oversight due to the IT acquisition policy. They:
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