EPIC Project Request Submission

Project or ticket?

Submit an EPIC proposal when the effort has any of the following:

• A defined beginning, end, scope, and deliverables, meaning a clear start date, a firm target completion date (for example, a semester start, a compliance deadline, a contract go-live, or a fiscal-year cutoff), an agreed list of what is in and out of scope, and specific outputs the District will accept as "done."
• Creation of a net new distinct IT product or service, meaning a capability the District does not deliver today (a new system, integration, vendor, data set, or a replacement or migration of an existing one), not a fix, upgrade, configuration change, or routine request against a service that already exists.
• Cross-functional collaboration and planning, meaning the effort requires coordinated work across more than one department or role (for example, Technology Services with Admissions and Records, Fiscal Services, Human Resources, Instruction, or an outside vendor) and needs deliberate planning to align schedules, decisions, approvals, and hand-offs. 

Submit a help desk ticket instead for routine or operational work, such as troubleshooting, software installation, or minor updates.

Examples that are tickets, not EPIC:

• Troubleshooting. Something that worked before is not working.
• Software installation. Installing, updating, or licensing approved software on District devices.
• AV or event support. Setup and staffing for meetings, classes, board meetings, and campus events. Submit early.
• Minor updates. Contained changes inside an existing service: configuration, permissions, form fields, distribution lists, workflow tweaks.
• Standard operational catalog requests. Accounts, access, password or sign-in help, equipment moves, phone changes, standard hardware.

EPIC submission schedule

Prepare before you submit your EPIC proposal

Have the following ready before you start. The EPIC project submission step-by-step guide walks through each field and how to check status after you submit.

• Executive sponsor. A dean, director, or vice president who has approved the request and will sponsor delivery.
• Purpose and deliverables. Why the District needs this project and the specific outcomes it will produce.
• Timeline and budget. Best-estimate start and end dates, anticipated costs, and the funding source.
• Strategic goal alignment. Which District, division, department, or program goals the project supports, and how. More clearly aligned goals score higher.
• Supporting documents. Project scope, vendor proposal, project charter, regulatory mandate, or cost, enrollment, and revenue analysis, as applicable.