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Introduction
The IT Help Center now includes a Request Project button that takes you directly to the IT Portfolio Request Form. Whether you need a new software tool, an IT project, or an AI solution, this is the place to start.
The IT Portfolio Request Form is the single intake point for all IT project, commercial software, and AI tool requests across the university. It is available to all BYU-Idaho faculty and staff.
You can access the form in two ways:
Why This Form Exists
Before this form, IT requests arrived through emails, hallway conversations, and a handful of different systems. Requests sometimes fell through the cracks or sat in limbo without a clear owner.
The IT Portfolio Request 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. This ensures that 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:
- You submit the form. Your request is created as a ticket in the IT Help Center system.
- Automation kicks in. The system evaluates which IT Portfolio you belong to and assigns the ticket to the corresponding Portfolio Manager.
- Your request enters the queue. The completed ticket is routed to the Request Queue on the IT Portfolio Management dashboard.
- IT Project Council reviews it. The following Monday morning, your request is discussed in the weekly IT Project Council meeting.
- 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:
- Go to the IT Help Center at ithelp.byui.edu
- Click My Requests
- 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:
| # |
Field |
Required? |
What to Enter |
| 1 |
Title |
Yes |
A short name for your request — five words or less |
| 2 |
Which IT Portfolio are you represented by? |
Yes |
Select the Portfolio Manager for your area |
| 3 |
Type of request |
Yes |
New software, IT project resources, AI solution, or something else |
| 4 |
University Priorities alignment |
Yes |
How your request aligns with President Meredith's four priorities |
| 5 |
CES Dashboard Metrics justification |
Yes |
How your request connects to CES performance metrics |
| 6 |
High-level requirements |
No |
Features, integrations, data needs, tool suggestions |
| 7 |
How do you anticipate using the technology? |
Yes |
Deployment context — lab, web browser, desktop, etc. |
| 8 |
Department |
Yes |
Look up and select your department |
| 9 |
Primary stakeholders |
Yes |
Decision-makers and people who should be kept informed |
| 10 |
How do you plan on paying? |
Yes |
Department funds, needs review, etc. |
| 11 |
Desired completion date |
Yes |
Your target timeline |
| 12 |
Attachments |
No |
Supporting documents, vendor quotes, screenshots |
Most of these fields are straightforward. The three below deserve a closer look.
University Priorities (Field 4)
This field asks you to connect your request to one or more of the four priorities under President Meredith:
- Preserve BYU-Idaho's unique culture and Spirit of Ricks
- Increase enrollment
- Increase first-year retention
- Increase job placement at graduation
Not every request will align with all four — and that is perfectly fine. Pick the priorities that genuinely apply and explain the connection in a sentence or two.
For example, if you are requesting a student advising tool, you might write:
"This tool directly supports first-year retention by enabling proactive outreach to at-risk students during their first two semesters."
Be honest and specific. A clear connection to one priority is far more useful than a vague claim about all four.
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 (e.g., Canvas, Banner, Salesforce, 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 Manager Reference Table
Not sure who your Portfolio Manager is? Use the table below to find the right contact for your area.
| Area |
Vice President |
Assigned Portfolio Manager |
Phone |
Email |
| Academics |
Jon Linford |
Kent Barrus |
208-496-7205 |
barrusk@byui.edu |
| Online Learning |
Kendell Peck |
Kent Barrus |
208-496-7205 |
barrusk@byui.edu |
| Student Life |
Amy Renee |
Jared Boyter |
208-496-7036 |
boyterj@byui.edu |
| Executive Strategy and Planning |
Rob Garrett |
Jared Boyter |
208-496-7036 |
boyterj@byui.edu |
| University Resources |
Brett Cook |
Kurt Miller |
208-496-7049 |
millerk@byui.edu |
If you are not sure which area you fall under, select your best guess. The system will route you to the right person, and your Portfolio Manager will redirect if needed.
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.
Questions?
If you have questions about the form or the request process, contact your assigned IT Portfolio Manager.