Small Ask Process

The ITCRB has established a "Small Ask" fund.  The purpose of the fund is to enable smaller-scale IT projects than those funded through the full ITCRB process, adding flexibility and options to the IT capital funding 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.

 

  1. 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.
  2. 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.
  3. OTSP identifies which technology areas should review the proposal and communicates this to both the requestor and the reviewing group.
  4. The requestor schedules and completes the reviews and submits any required documentation to OTSP.
  5. 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

  1. IT Capital Funding Guide
  2. ITCRB Change and Funds Rollover Request Policy and Form
  3. ITCRB and Small Ask Completion Report template
  4. Change Impact and Readiness Scorecards (optional resource)
  5. Operational Readiness Initial Checklist (optional resource)

FY25 Proposal Cycle Templates

  1. FY25 Small Ask ‘Intent to Submit’ form
  2. FY25 Small Ask Funding Proposal template
  3. FY25 Small Ask Budget template

FY25 Proposal Cycle Guides and Meeting Materials

  1. FY25 Small Ask funding cycle kickoff 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