1. Purpose
To describe the process for Research Office management and Partners to request new software or a significant change or customization to software supporting research administration and compliance. Note the term software includes automated forms.
2. Overview and Scope
This SOP applies to all Research Office departments and Partners who are the business owners of software considered a component of the Research Administration and Compliance process and where the technology is dependent on the Research Office and the Research Information Technology department for services and support.
New Software – The purchase or development of a new software product or a new automated form.
Significant Change - Replacing existing software or form or adding functionality impacting the department or the research community to the extent that communication and training would be required.
Customization – Changes to software that require funding.
All other change requests or emergency changes should follow the WVU ITS (RIT) process for submitting problems and change requests.
3. Procedures
3.1. Complete the Business Case template and submit it to the Director of Research Systems and Operational Data Service
3.2. Make any changes resulting from the initial review by the Director or Research Systems & Operational Research Data Service
3.3. The Research Office Technology Steering Committee reviews the request and determines the next steps based on scope, cost, and impact.
3.4. If there are impacts beyond Research IT and the Research Office departments, a request to meet and communicate the impacts with the appropriate parties and other governance committees will be requested.
3.5. The appropriate IT group will be consulted by the Steering Committee or the Director of Research Systems and Operational Research Data Service
3.6. Notification regarding approval is provided to the submitting Director.
3.7. If the request is approved, the Director of Research Systems and Operational Research Data Service will formally initiate the project with the appropriate IT department.
3.8. The Business Case is updated and approved.
4. References
Business Case Template
Research Office/RIT Operating Level Agreement
WVU ITS (RIT) JSM Request Process