ITS Programming Request Procedure

Note: This procedure applies to requests for:

  • Colleague Programming,
  • VSpace/Open Source Programming,
  • Web Programming,
  • Network Systems Programming (custom, network/PC-based systems)



  • To request programming services from ITS, any SVSU employee may prepare a project specification (a memo addressed to their supervisor clearly defining and documenting the change or new system desired).  This specification should include 1) an expected/needed due date, 2) an indication if the request is required by law or necessary for continued business operations, and 3) an indication of criticality of the request (i.e. what are the ramifications if the due date is not met).
  • The memo is to be endorsed (initialed) by the author’s supervisor and passed up the chain of command to the division Vice President or Executive Director.  For the Office of the President, the Executive Director of ITS serves as the divisional executive.
  • When the Vice President or Executive Director endorses the project request it is forwarded to the executive’s secretary.
  • The secretary writes a project number on the upper right corner of the project specification, and keeps a file copy for divisional records.

The format of the project number is x-yyyy-sss where “x” is the division code (see below) “yyyy” is the year such as 2007, and sss is a simple sequential number starting at 001 each year.

  • The project request is then forwarded to the Executive Director of ITS for final approval.


Colleague Programming Requests:

The projects are forwarded to the Director of ITS who maintains the Colleague programming backlog, and develops an estimate of the amount of analysis and programming time that will be needed to complete the project.

Small projects of less than 2.5 days of work will be put in a “filler work” backlog for programmers and will be completed as time permits unless there are significant due date constraints.

Large projects are put in the Colleague Programming backlog.   Every 6-8 months the Vice Presidents are presented with a document that details:

  • Projects completed or canceled since the last backlog publication (this includes small projects)
  • Projects added and not yet completed since the last backlog publication (this includes small projects)
  • Large projects with their associated priority (if assigned), status (in-progress, scheduled, unscheduled), requested completion date if any, time estimate and previously scheduled completion date if still realistic

Within a month, the Vice Presidents then provide the Director of ITS with updates to the list of prioritized large projects for their division, such as cancellations and re-assignment of priorities.  This may occur via e-mail, memo, or in a joint meeting with all executives, the Director of ITS, and Executive Director of ITS.

Within a month of receiving the updates from the Vice Presidents, The Director of ITS incorporates the updates into the large project backlog and estimates scheduled completion dates for projects to be undertaken over the next 12 months.  This updated document is shared with the Vice Presidents who meet shortly after for a final review.  Any additional updates are then provided to the Director of ITS for incorporation.

Network Programming Requests:

As this programming is primarily done by students, ITS will monitor projects and prioritize as student staffing permits.

Web Programming Requests:

If the web programming backlog exceeds 6 months of work, the Vice Presidents will meet to prioritize the backlog.

VSpace/Open Source:

As this programming is primarily focused on system installation and support the project backlog is normally prioritized by the Executive Director of ITS and the On-Line Learning Coordinator.   Project requests from users will be entered into the backlog and prioritized appropriately.

Division Codes:

“A”  - (A)cademic Affairs
“B”  - Administration and (B)usiness Affairs
“C”  - E(C)onomic Development
“E”  - (E)nrollment Management and Student Services
“I”   - (I)nformation Technology Services
“U”  - P(U)blic Affairs