Small Ask Process
The ITCRB Small Ask process is intended to support information technology projects that enable enterprise-wide administrative, academic, or research processes. Proposals are expected to have the following characteristics:
- Sponsored by senior leadership of the school/unit (e.g., Vice President, Vice Provost, Administrative Dean, School Dean)
- Supports the creation of a new capability or system enhancement
- Scalable (in the case of projects whose intended user group is a single school or department rather than a university-wide audience)
- Funding of up to $250,000 may be requested
- Project duration may be up to a maximum of 12 months
Following is information about the proposal process.
- The requestor notifies the Office of Technology Strategy and Planning (OTSP) of their intention to submit a proposal using the Qualtrics ‘intent to submit’ form provided.
- The requestor prepares the proposal documentation using the proposal template provided, and creates a budget using the provided budget template. Requestors are welcome to contact OTSP with questions and for consultation.
- OTSP identifies which technology areas should review the proposal and communicates this to both the requestor and the reviewing group.
- The requestor schedules and completes the reviews and submits any required documentation to OTSP.
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The requestor presents the project to the Project Review Committee (PRC). The PRC evaluates the proposal and recommends funding and/or provides feedback to the requestor. If the PRC recommends funding, the final decision is made by the ITCRB Small Ask Subcommittee.
The PRC reviews Small Ask proposals at spring, summer, and fall meetings. Information about coming dates is listed below. Please contact OTSP@harvard.edu with any questions.
FY25 Small Ask funding: Round 1
- Kickoff meeting: Wednesday, January 31, 2024
- Intent to submit due: Wednesday, February 28
- Proposals and Budgets due: Monday, March 25, 12:00 pm
- Project Review Committee presentations: the morning of Thursday, April 11 (by Zoom)
FY25 Small Ask funding: Round 2
- Kickoff meeting: Tuesday, May 21
- Intents to submit due: Thursday, June 6
- Proposals and budgets due: Thursday, June 27, 12:00 pm
- Project Review Committee presentations: tentatively during the week of July 22 (by Zoom)
Active Project Guides, Templates, and Forms
- IT Capital Funding Guide
- ITCRB Change and Funds Rollover Request Policy and Form
- ITCRB and Small Ask Completion Report template
- Change Impact and Readiness Scorecards (optional resource)
- Operational Readiness Initial Checklist (optional resource)
FY25 Proposal Cycle Templates
- FY25 Small Ask ‘Intent to Submit’ form
- FY25 Small Ask Funding Proposal template
- FY25 Small Ask Budget template
FY25 Proposal Cycle Guides and Meeting Materials
FY25 Round 1 Detailed Timeline
Date | Time | Type | Description |
---|---|---|---|
January 31, 2024 |
1:00 - 2:00 pm |
Meeting | FY25 Small Ask cycle Round 1 kick-off meeting |
February 7 | 11:00 am - 12:00 pm | Drop-in session | Optional Q&A: Intent to Submit |
February 28 | 5:00 pm | Deliverable | Intent to Submit due |
March 7 | 10:00 - 11:00 am | Drop-in session | Optional Q&A: Proposal and Budget |
March 18 | 1:00 - 2:00 pm | Drop-in session | Optional Q&A: Proposal and Budget |
March 25 | 12:00 pm | Deliverable | Proposal and budget due |
March 26 | 11:00 am - 12:00 pm | Drop-in session | Optional Q&A: Project Review Committee presentation preparation |
March 26 | 1:00 - 2:30 pm | Practice session | Project Review Committee presentation practice session |
April 1 | 1:00 - 2:30 pm | Practice session | Project Review Committee presentation practice session |
April 2 | 12:00 pm | Deliverable | Project Review Committee presentation slides due |
April 3 | 10:00 am - 12:00 pm | Presentation | Recording session: Project Review Committee presentations |
April 11 | 10:00 am - 12:00 pm | Presentation | Proposers Q&A with Project Review Committee |
Late May | Announcement | FY25 Small Ask Round 1 award letters sent |
FY25 Round 2 Detailed Timeline
Date | Time | Type | Description |
---|---|---|---|
May 21 |
10:00 - 11:00 am |
Meeting | FY25 Small Ask cycle Round 2 kick-off meeting |
TBD | TBD | Drop-in session | Optional Q&A: Intent to Submit |
June 6 | 5:00 pm | Deliverable | Intent to Submit due |
TBD | TBD | Drop-in session | Optional Q&A: Proposal and Budget |
TBD | TBD | Drop-in session | Optional Q&A: Proposal and Budget |
June 27 | 12:00 pm | Deliverable | Proposal and budget due |
TBD | TBD | Drop-in session | Optional Q&A: Project Review Committee presentation preparation |
July 15 | 12:00 pm | Deliverable | Project Review Committee presentation slides due |
July 18 | 10:00 am - 12:00 pm | Presentation | Proposers present to Project Review Committee |
Mid-September | Announcement | FY25 Small Ask Round 2 award letters sent |
Resources and Support
Office of Technology Strategy and Planning
OTSP@harvard.edu
Jennifer Jubinville
Senior Planning and Program Manager, Technology Strategy and Planning, HUIT
jennifer_jubinville@harvard.edu