EPIC Project Submission: Step-by-Step Guide for New Project Requests

Summary

Submit a new project request through the Enterprise Project Information Center (EPIC). This guide covers starting the intake form, aligning the project to strategic goals, completing the scorecard, attaching supporting documents, submitting the request, and checking its status.

Use this when: You need to propose a new technology project for review and prioritization.

Before you begin

  • Confirm that a dean, director, or vice president has approved the request and will sponsor the project.
  • Gather supporting documentation, such as project scope documents, vendor proposals, project charters, regulatory mandate documentation, and cost, enrollment, and revenue analysis.
  • Have your College username and password available to sign in to the portal.

Follow these steps

Step 1: Start a new request

  1. Open the EPIC Project Request Submission page.
  2. Click New IT Project Proposal Intake Form.
    Screenshot of the "EPIC Project Request Submission" page from Solano College's Enterprise Project Information Center (EPIC). The page includes a green "New IT Project Proposal Intake Form" button with a white plus icon, highlighted by a red arrow.
  3. Sign in using your College username and password.

Step 2: Complete the IT Project Proposal Intake Form

Fill out all required fields on the form. Each field includes a help tip in the online help system to guide you. The key fields include:

  • Project Title & Description – Provide a clear and concise name and overview.
  • Project Sponsor Information – Identify the dean, director, or vice president who approved this request and outline how the sponsor plans to execute the proposal.
  • Division/Department Owner – Indicate which area of the College is responsible for the project.
  • Benefit/Purpose – Explain why this project is needed and what it will achieve.
  • Deliverables Requested – List the outcomes, services, or products expected.
  • Requested Start and End Date – Provide your best estimate for project duration.
  • Estimated Budget and Funding Source – Outline anticipated costs and how they will be funded.
  • Alignment with Department/Division/Program Goals – Show how the project supports broader objectives.
  • Participatory Governance & Stakeholder Feedback – Describe how input will be gathered and integrated.
  • Expected Technology Services Role and Participation – Clarify the role of Technology Services and Support, including any outside consultant needs.

Step 3: Save your project request

  • Scroll to the top of the form and click Save.
  • A confirmation message will appear: “This project request has been successfully created, but it has not been submitted for review.”
  • Click Review and Submit to proceed.
    System message showing 'Draft Request Created: Further Action Required.' A yellow banner states the project request has been created but not submitted for review. Below, a blue 'Review and Submit' button is highlighted with a red arrow

Step 4: Align the project to strategic goals

  1. Click Goals from the left-hand menu.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page within the EPIC system. The page displays a "Request ID: 5795" and includes sections such as "Business Case," "Goals," "Files," and "Scorecard." The "Goals" checkbox is not selected and is highlighted with a red box. Action buttons for "Mark Complete and Submit," "Print," and "Withdraw" are at the top. The "General" section shows details related to the account/department and service.
  2. Click +Add and select a Goal from the available list.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page within the EPIC system. The page displays a "Request ID: 5795" and includes sections such as "Business Case," "Goals," "Files," and "Scorecard." The "Goals" checkbox is unchecked, and a red arrow points to the blue "+ Add" button next to the "Mark Complete" button, indicating the option to add goals to the project request.
  3. Add comments explaining how the project supports this goal.
  4. Click Save and repeat for each listed goal the project supports.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page within the EPIC system. The "Add Goal" section is open, with the goal selected as "Project enhances the student or employee onboarding process." The comments field contains a description of how FalconNest supports onboarding. A red arrow points to the blue "Save" button at the bottom, indicating the next step in the process. The project status in the top right corner is marked as "Not Submitted."
  5. Click Mark Complete once finished.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page within the EPIC system. The "Goals" section is being edited, showing a successfully added goal: "Project enhances the student or employee onboarding process." A red arrow points to the blue "Mark Complete" button, indicating the next step in finalizing the goal selection. The "General" section is checked, while "Goals" remains unchecked, suggesting it is still in progress. The project request ID is 5795, and a user icon with a green status indicator is visible.

Tip: The more goals your project supports, the more points you earn on the project scoring rubric. The alignment must be clearly defined.

Step 5: Complete the Scorecard

  • Each project is scored based on a transparent rubric in the Scorecard screen.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. The request ID is 5795, and the "Scorecard" section is highlighted, indicating it is incomplete. The "General" section is checked, while "Goals," "Files," and "Scorecard" remain unchecked. Buttons for "Mark Complete and Submit," "Print," and "Withdraw" are visible at the top. The project falls under Technology Services & Support in the EPIC Project Request Submission category.
  • Answer each question carefully and use help tips for explanations.
  • Important: Some metrics require supporting documentation. Without this, your project may be returned for additional information.
  • Upload supporting documents in the Files section (see Step 6).
  • Once completed, scroll to the top of the page and click Mark Complete.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. The "Scorecard" section is open, showing responses for mandated project status and enrollment impact. A red arrow highlights the "Mark Complete" button, indicating the next step in finalizing the scorecard.

Tip: You can view the project score on the Business Case screen. The Composite Score is a percentage comparing your project score to the total possible score, including Scorecard, Goals, and Risks.

Step 6: Add scope and supporting documents

  1. Click Files to open the File screen.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. The "Files" section is highlighted, indicating it has not yet been completed.
  2. Upload relevant documents, such as:
    • Project scope documents
    • Vendor proposals
    • Project charters
    • Regulatory mandate documentation
    • Cost, enrollment, and revenue analysis
  3. Click Add Attachments to open the upload screen.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. The "Add Attachments" button is highlighted with a red arrow, indicating the option to upload supporting files.
  4. Browse to select files, then Upload.
    Screenshot of the "Add Attachments" window in the EPIC system. A confirmation message at the top indicates that the file "FalconNest - Enrollment Retention Supporting Documentation.docx" was successfully uploaded. The file selection field is highlighted, showing "No files chosen." A red arrow points to the "Upload" button, indicating the option to upload additional files. The page notes a 50 MB upload limit per session.
  5. Once all files are added, close the Add Attachments window and click Mark Complete.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. The "Files" section now contains an uploaded document titled "FalconNest - Enrollment Retention Supporting Documentation.docx" with options to view or delete. A red arrow points to the "Mark Complete" button, indicating the next step in finalizing the file submission. The "Add Attachments" button remains available for additional uploads.

Step 7: Review and submit

  1. Review all project details, including:
    • Business Case
    • Goals
    • Files
    • Scorecard
  2. If changes are needed, click Mark Incomplete on the relevant page, update the details, and then click Mark Complete.
  3. Once satisfied, select the Review and Submit link.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. The "Files" section is complete, displaying an uploaded document titled "FalconNest - Enrollment Retention Supporting Documentation.docx." The "Review and Submit" section is highlighted, indicating the next step. The "Mark Incomplete" button is visible, allowing users to make changes before final submission.
  4. To finalize your submission, click the Submit button.
    Screenshot of the "Ellucian Experience (FalconNest) Portal Launch" project request page in the EPIC system. All sections, including General, Goals, Files, and Scorecard, are marked complete. A red arrow highlights the "Submit" button, indicating the final step to submit the project request.
  5. A confirmation message will appear: "This action will mark this project request as Submitted. At this point, the request will move into the review stage and will no longer be editable. Do you want to continue?"
  6. Click OK to confirm and complete the submission of your project request. A confirmation message will be displayed.
    Screenshot of the EPIC system confirming successful submission of the FalconNest project request (ID: 5795) with a green checkmark. Options to view the submitted request, service catalog, or other requests are displayed.

Check your request status

Your project request has been successfully submitted and will be reviewed in accordance with the EPIC project workflow. You will receive email notifications as the project progresses through the review and prioritization stages.

To check the status of your project at any time:

  1. Ensure you are signed in, then go to Services.
  2. Click Project Requests.
    Screenshot of the Solano Community College Solutions Center portal. The "Services" tab in the navigation menu is highlighted, along with the "Project Requests" option, indicating where users can check the status of submitted project requests.
  3. Select your project request to open it.
    Screenshot of the EPIC project request list displaying submitted requests. The "Ellucian Experience (FalconNest) Portal Launch" request (ID 5795) is highlighted under the Technology Services & Support department.
  4. Click the In Workflow link to view the current status.
    Screenshot of the Ellucian Experience (FalconNest) Portal Launch project request page in the EPIC system. The Request ID: 5795 is displayed, with the request marked as "In Workflow", highlighted with a red arrow.
  5. The current status is displayed in the Project Workflow section.
    Screenshot of the Project Workflow table for the Ellucian Experience (FalconNest) Portal Launch request in the EPIC system. The table outlines the approval process in four stages: Concept Review (ESP Team), Technology Leadership Approval, STAC Prioritization, and Cabinet Approval. The Concept Review stage has started on Mon 2/3/25 at 8:29 PM, while the remaining stages are pending.
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EPIC Project Request Submission
Submit a net-new IT project for evaluation, prioritization, and scheduling through the District's Enterprise Project Information Center (EPIC).