How to Request an IT Project, Software, or AI Tool

Introduction

The IT Help Center now includes a Request Software button that takes you directly to the form to request IT projects, new software, or AI solutions. The goal was to simplify the process for employees and create a "Front Door" that serves as a single intake point for all IT projects, software, and AI solution requests across the university. It is available to all BYU-Idaho faculty and staff.

You can access the form in two ways:

1. Click the Request Software tile on the home page of the IT Help Center.
2. Go directly to the IT Portfolio Request Form.

Why This Form Exists

Before this form, IT requests arrived through emails, hallway conversations, and a form that was hard to find in Workday. Requests sometimes fell through the cracks or sat in limbo without a clear owner.

This new form solves that by creating a single, consistent intake process. Here is what it does:

• Routes your request automatically. Based on the area you select, the form assigns your request to the correct IT Portfolio Manager — no guesswork on your part.
• Feeds into IT Project Council. Every request is reviewed in the weekly IT Project Council meeting, where leadership evaluates and prioritizes incoming work.
• Ties requests to university priorities. Every request is weighed fairly against the same strategic criteria, so nothing gets lost and nothing jumps the line without justification.

What Happens After You Submit

Once you hit submit, here is what happens behind the scenes:

1. You submit the form. Your request is created as a ticket in the IT Help Center system.
2. Automation kicks in. The system evaluates which IT Portfolio you belong to and assigns the ticket to the corresponding Portfolio Manager.
3. Your request enters the queue. The completed ticket is routed to the Request Queue on the IT Portfolio Management dashboard.
4. IT Project Council reviews it. The following Monday morning, your request is discussed in the weekly IT Project Council meeting.
5. Your Portfolio Manager follows up. After the council meeting, your assigned Portfolio Manager reaches out to you with next steps.

Tracking Your Request

You do not have to wait in the dark. You can check the status of your request at any time:

1. Go to the IT Help Center at ithelp.byui.edu.
2. Click My Requests.
3. Select your ticket to view its current status.

You can also leave comments directly on your ticket to communicate with your Portfolio Manager through the system.

How to Fill Out the Form

The form has 12 fields. Most are required, and none of them should take long to complete if you come prepared. Here is a quick overview of every field:

Most of these fields are straightforward. The two below deserve a closer look.

CES Dashboard Metrics (Field 5)

This field adds a second layer of strategic justification by connecting your request to the broader Church Educational System performance framework. The three metric categories are:

• Quality: Faith and Testimony, Instructor Rating, Customer Satisfaction, Employment
• Reach: Enrollment, Retention, Graduation Rate
• Cost: Total Credits, Cost Per Student

You do not need to address every metric — just the ones that are relevant to your request. A brief, specific explanation goes a long way. For example, if you are requesting a tool that automates a manual advising process, you might write:

"This request supports the Cost metric by reducing the staff hours required per student interaction, and the Reach metric by enabling advisors to serve more students without additional headcount."

High-Level Requirements (Field 6)

This field is technically optional, but it is the main body of your request. The more detail you provide here, the faster your Portfolio Manager can evaluate and act on it. A few tips:

• Describe what the tool or project should do, not just what it is. "We need a system that tracks student lab attendance and flags students who miss two consecutive sessions" is more useful than "We need an attendance tracker."
• Mention integrations with existing systems if relevant (for example, Canvas, TeamDynamix, Student Information System, I-Plan).
• Note any data requirements, such as student records, enrollment data, or external data sources.
• Include links to vendor pages, product demos, or similar tools if you have them.
• Use the rich text editor — the field supports formatted text, tables, and images, so feel free to organize your thoughts clearly.

Portfolio Managers

Your assigned Portfolio Manager plays a central role in all of this. They are there to help answer your questions, guide you through the process, and find the resources required to solve your technology needs.

Tips for a Strong Request

• Be specific and thorough. The more context you provide upfront, the faster the evaluation process moves.
• Tie your justification to measurable outcomes where possible. Numbers and data make a stronger case than general statements.
• Attach supporting documents. Business cases, vendor quotes, screenshots, and requirement documents all help your Portfolio Manager understand the full picture.
• If you are unsure about a field, provide your best answer. Your Portfolio Manager will follow up to clarify anything that needs more detail.
• Use the rich text editor in the requirements field to organize your thoughts with headers, bullet points, and tables.