The Project Intake Form is the official starting point for requesting new technology solutions, major system enhancements, replacements of existing applications, or significant business process changes that require IT involvement or cross-department coordination.
This form ensures that requests are properly documented, evaluated, prioritized, and aligned with organizational goals, budget planning, and IT Governance standards.
When to Use This Form
Submit a Project Intake Form if your request involves:
🔹 New Technology or Applications
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Requesting a brand-new software application, platform, or system.
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Introducing a new mobile app, cloud solution, or enterprise tool.
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Implementing new technology not currently supported by the organization.
🔹 Replacement of Existing Systems
🔹 Major Enhancements or Upgrades
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Significant functionality expansion beyond routine maintenance.
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Large-scale system upgrades requiring planning, testing, or integrations.
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Automation of business processes that materially changes workflows.
🔹 Business Process Changes Requiring IT Support
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Proposing new workflows that require system configuration or development.
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Requests involving multiple departments.
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Projects requiring system integrations or cross-functional coordination.
If your request affects multiple departments, introduces new technology, changes established workflows, or requires dedicated project planning, this is the correct form to use.
When NOT to Use This Form
Do not use the Project Intake Form for:
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Reporting a broken or malfunctioning tool (submit a Service Ticket).
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Password resets or account access issues.
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Minor configuration changes (e.g., small field additions).
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Routine updates or maintenance.
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General IT questions or training requests.
Using the correct request type ensures faster resolution and proper resource allocation.
Why This Process Matters
Submitting a Project Intake Form allows IT and leadership to:
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Evaluate scope and technical feasibility
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Assess resource requirements (staffing, time, and funding)
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Identify integration, security, and infrastructure impacts
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Align projects with strategic priorities
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Ensure proper governance and compliance
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Plan implementation timelines realistically
This structured approach supports transparency, accountability, and successful project delivery.
Business Case Form – When It Is Also Required
In addition to the Project Intake Form, a Business Case Form is required if any of the following apply:
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You have notified your Deputy City Manager or Assistant City Manager of your intent to pursue new technology.
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The request involves new technology or expanded functionality of existing systems.
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The request impacts or requires coordination across multiple departments.
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The total cost of ownership (implementation, licensing, staffing, maintenance) requires additional funding or staffing.
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This is a new budget request.
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This is a mid-year budget request not previously approved.
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Funding is not currently available in your department’s budget (confirmation required with your Budget Coordinator).
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Procurement requires an RFP, three vendor quotes, or use of a state contract.
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The request involves a new grant.
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The request falls within April, May, or June and may need to be considered in the next budget cycle.
If any of the above conditions apply, your department director will be required to present the Business Case to City Management at an upcoming IT Governance Meeting (held monthly).
If none of the above apply, only the Project Intake Form is required.
What Happens After Submission?
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The request is reviewed by IT for completeness and scope clarification.
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Resource, budget, and strategic alignment are evaluated.
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If required, the Business Case will be scheduled for IT Governance review.
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Approved projects are prioritized and scheduled based on organizational capacity and strategic impact.