Project Appraisal and Prioritization Process

The Project Appraisal and Prioritization Process (PAPP) is designed to facilitate the effective implementation of CFO initiatives in a manner that ensures that organizational resources are deployed effectively. It is also intended to support implementation through careful prioritization, planning and as well as monitoring of results.

The PAPP is a sequence of steps whose purpose is to:

  • ensure a systematic appraisal of the cost and benefits of projects;
  • examine potential conflicts or synergies with other institutional projects;
  • establish priorities among projects;
  • ensure adequacy of resources; and
  • provide management support and oversight in the implementation of initiatives.

View the PAPP Charter (PDF)

Current Status Report

View Project Status Report

How to get started

Projects that routinely take place within a unit for standard operational improvement efforts are not expected to go through PAPP. A project should be submitted through PAPP if any of the follow holds true:

  • The impact of the project goes beyond the unit (viz., the project will affect workflows of other units or require collaboration from other units).
  • Requires resources from the IT group that exceeds 250 hours.
  • Personnel or financial resources from outside of the requesting unit will be needed for the project and hours are expected to exceed 250 hours or budget for the project is over $50,000 including cost of new personnel, excluding facilities or infrastructure updates.
  • Projects that would be submitted for approval as part of the System Office budget review process.

Any unit or department can initiate a project request by completing a brief Project Initiation Proposal document. The document should explain the rationale for the project by identifying the benefits that are expected upon the completion of the project, including improvements to current operations. In addition, it should provide an initial assessment of the scope of the project and identify all stakeholders of the project as well as any potential risks. A preliminary assessment of the types of resources required to implement the project should also be provided. The proposal should also explain how the project aligns with the stated aims and initiatives of the organization.  Assistance is available upon request to help complete the form.  Contact Karen Greenwalt (greenwlt@uillinois.edu).

The requester should submit the document to the senior administrator responsible for his/her division, hereby known as the “executive sponsor” of the project. The executive sponsor should carefully review the information provided in the project proposal. The requestor should also have preliminary conversations with major stakeholders to verify the assumptions and rationale of the project.

Upon completion of the above steps and approval by the executive sponsor and the unit head, the requestor should electronically submit the complete Project Initiation Proposal to Karen Greenwalt (greenwlt@uillinois.edu).

Project Initiation Proposal Form


Committee Schedule

Proposals are due two weeks prior to the next committee meeting. Schedules and deadlines are listed below. The requestor will be asked to present in the next committee meeting as space allows.


Common questions about PAPP

What goes through the Project Approval and Prioritization Process?

The CFO Project Approval and Prioritization Process (PAPP) is for CFO and CFO unit projects. Projects that routinely take place within a CFO unit for standard operational improvement efforts are not expected to go through PAPP. A project should be submitted through PAPP if any of the follow holds true:

  • The impact of the project goes beyond the unit (viz., the project will affect workflows of other units or require collaboration from other units).
  • Requires resources from the IT group that exceeds 250 hours.
  • Personnel or financial resources from outside of the requesting unit will be needed for the project and hours are expected to exceed 250 hours or budget for the project is over $50,000 including cost of new personnel, excluding facilities or infrastructure updates.
  • Projects that would be submitted for approval as part of the System Office budget review process.

Do all ITPC projects need to go through the PAPP process?

No. Only CFO unit ITPC projects are required to go through PAPP.  ITPC projects done for the Registrar, for instance, would not go through PAPP as the Registrar is not a CFO unit.

Do mandatory CFO ITPC projects go through the PAPP process?

Yes, but only as an FYI. Sponsors of mandatory CFO-related ITPC projects do not need to do anything special. Project summary information from the most recent ITPC meeting will be reviewed at the PAPP project intake committee meetings and will be passed along to CFO leadership for their review. The complete list of proposals for all ITPC projects will be available on the ITPC website.

Do CFO projects have to go through PAPP prior to ITPC?

Yes. The PAPP project intake committee meets once a month. If there is a timing issue in relation to the ITPC review cycle, the committee can also review things via email or have an off-cycle emergency meeting. Any concerns of this should be mentioned when submitting the proposal.

Do I have to complete a PAPP proposal AND a separate ITPC proposal?

No. If it is a mandatory project, the Mandatory ITPC project proposal is submitted as part of the ITPC meeting materials. No separate document needs to be created for Mandatory ITPC projects.

For all other ITPC projects, the PAPP proposal matches a Level 2 ITPC proposal. ITPC will accept the PAPP proposal as is for all level 1 and level 2 ITPC projects. PAPP proposals that are large enough meet the ITPC Level 3 criteria will need the additional Level 3 ITPC proposal information included as an appendix.

What do I do if I need help filling out the form?

Contact Karen Greenwalt who will find a project manager or an analyst to help.

I have an idea for a project, what should I do?

Contact Karen Greenwalt to discuss. She can advise on whether the project meets the criteria for the PAPP. If it does:

  • she will ask for some basic information and enter it into her future project tracking system
  • she will point you to the PAPP website where you can download the proposal template to complete

Questions?

If you have additional questions please contact Karen Greenwalt.