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

This guide outlines the step-by-step process for submitting a project request through the Enterprise Project Information Center (EPIC). It covers project eligibility, form completion, goal alignment, scoring, documentation, and final submission to ensure a smooth project review process.

Submitting a New Project Proposal

Step 1: Start a New Request

1. Open the EPIC Project Request Submission page.
2. Click New IT Project Proposal Intake Form.
   
3. Sign in using your Solano College username and password.

Step 2: Completing 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 VP who has 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 IT department’s involvement, 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.
  

Step 4: Align Project to Strategic Goals

1. Click Goals from the left-hand menu.
   
2. Click +Add and select a Goal from the available list.
   
3. Add comments explaining how the project supports this goal.
4. Click Save and repeat for each listed goal the project supports.
   
5. Click Mark Complete once finished.
   

Step 5: Complete the Scorecard

• Each project is scored based on a transparent rubric in the Scorecard screen.
  
• 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.
  

Step 6: Add Scope Documents & Supporting Documentation

1. Click Files to open the File screen.
   
2. Upload relevant documents, such as:
   • Project scope document(s)
   • Vendor proposals
   • Project charters
   • Regulatory mandate documentation
   • Cost/Enrollment/Revenue analysis
3. Click Add Attachments to open the upload screen.
   
4. Browse to select files, then Upload.
   
5. Once all files are added, close the Add Attachments window and click Mark Complete.
   

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. 
   
4. To finalize your submission, click the Submit button.
   
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.
   

Next Steps

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.
   
3. Select your project request to open it.
   
4. Click the In Workflow link to view the current status.
   
5. The current status is displayed in the Project Workflow section.
   

Thank you for submitting your project request through EPIC! Below is additional information about the EPIC process at Solano Community College:

• EPIC Project Approval Flowchart (PDF)
• EPIC Project Scoring Rubric (PDF)