Frequently Asked Questions

Who can submit a proposal to EARP?
A Project Sponsor, Funding Sponsor, or Project Owner (as defined in the Project Proposal Template) may submit a proposal to EARP for consideration.  All of those roles must be defined/identified as part of the proposal and agreed to by the named individuals in order for the project to be considered.

Sponsors and Owners must also involve appropriate stakeholder representatives in their proposal planning and preparation.  The EARP stakeholder representatives are:

• Student Information Systems – Bob Turvey and Dorothy Knoll
  Issues and goals related to student information (admissions, scheduling, registration, counseling, advising, financial aid, and student receivables)
  
• Academic Information Systems – Susan Zvacek and Mary Roach
  Instructional support (library systems/databases, learning resources/courseware, classroom/educational technology, advisement and curriculum management)
  
• Administrative Systems – Richard McKinney
  Issues and goals related to the management of the university’s fiscal resources and transactions (general ledger, receivable, payables, purchasing, and inventory)
• HR Systems – Ola Faucher
  Issues and goals related to human resources and payroll processes
  
• Research Support Systems – Nick Stevens
  Issues and goals related to the administration and support of sponsored research (grants management/submission, compliance, etc.)
  
• Information Technology / Enterprise Applications – Julie Loats
  Information Technology issues and goals as well as application project liaison

What constitutes a complete Project Proposal to EARP?
The EARP Project Proposal Template (http://www.informationservices.ku.edu/enterpriseapps/templates) is provided as a consistent and detailed input mechanism to the EARP review process.  Use of the template is required and includes the relevant information necessary as a first step in considering the functional, technical, and resource related needs of a project.

Where can I get help preparing my Project Proposal?
EARP acknowledges that development of a formal proposal may require support and guidance from staff experienced in various aspects of application and project planning.  Information Services and Information Technology will make resources available to assist you in the form of a Proposal Facilitator.  If you have questions or are in need of help using the Project Proposal Template, please contact the Office of the Vice Provost for Information Services at 864-4999 or enterpriseapps@ku.edu.

When should I submit my Project Proposal?
Project Proposals may be submitted at any time but are typically solicited and evaluated on a quarterly schedule.  Project Proposals are due January 15, April 15, July 15, and October 15.

When can I expect to hear from EARP re: my Project Proposal?
For proposals submitted on the quarterly deadlines, you will be contacted within 30 days to discuss the status.  In some cases, Project Sponsors and Project Owners may be asked to meet with EARP Board members to provide additional information or meet with other experts or stakeholders re: the proposal. 

Depending on the scope, priority, and estimate, some projects may be prioritized and assigned as Active Projects to Information Technology within 30 days.  Other significant enterprise requests may take up to 90 days to complete the vetting and prioritization/estimation process.  Not all Project Proposals will be accepted to become Active Projects.

Response to proposals submitted to the EARP Board between deadlines may vary from the 30-day normal response window. However, EARP is committed to moving project proposals through the evaluation and prioritization process as quickly and efficiently as possible.

How/Where do I submit my Project Proposal?
You may submit your completed Project Proposal to the Office of the Vice Provost for Information Services at enterpriseapps@ku.edu. You may also work directly with your EARP Stakeholder Representative to have them submit the proposal to the board for review.

Questions?  Concerns?
Any questions re: the EARP process or proposal templates/directions should be directed to the Office of the Vice Provost for Information Services at 864-4999 or enterpriseapps@ku.edu.