# ITCRB Funding Process # ITCRB Funding Process Programs & initiatives [ Download ITCRB Funding Guide arrow\_circle\_right ](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/ETZaFcLlMwBEp0bEU8frPLIBXonWTakmKKGzfyc-VPF2Tg?e=oKzFjR) ![2019 Harvard University IT Summit](/sites/g/files/omnuum10811/files/styles/hwp_21_9__1920x825/public/2025-05/2019%20IT%20Summit%20-%20Photo%20by%20Michelle%20Jay.jpeg?itok=EF0wQ5U3) ## Contents - [Overview](#overview) - [Annual Award Process](#award) - [IT Capital Review Board](#review) - [Project Review Committee](#committee) ## Overview The ITCRB Funding Process provides multi-year funding for University-wide, administrative and academic information technology projects. The Harvard University Office of Technology Strategy and Planning (OTSP) administers the process and provides information to sponsors and project managers regarding the proposal process, required documentation, dates, and deadlines. The OTSP provides support and resources to proposal teams and project teams. Annually, during the spring, the IT Capital Review Board (ITCRB) reviews project funding proposals and makes funding recommendations to Harvard's Executive Vice President (EVP) for the upcoming fiscal year. [Contact the OTSP](mailto:otsp@harvard.edu) for additional information. ## Annual Award Process The Harvard University Office of Technology Strategy and Planning (OTSP) initiates the ITCRB process in the fall, aligning its call for proposals with multi-year technology planning and functional area roadmap planning for the next fiscal year. A rigorous proposal development and refinement process is followed, culminating in the review of proposals by first the [Project Review Committee (PRC)](#committee) and then the [Information Technology Capital Review Board (ITCRB)](#review). The ITCRB prepares funding recommendations for the Executive Vice President (EVP) based on the available funds for the upcoming year. After EVP approval, funding is made available at the beginning of the next fiscal year. The entire process is coordinated by the OTSP, which tracks and oversees all aspects of proposal development, facilitates technical and security reviews, produces materials for the ITCRB and PRC, and serves as a resource for proposal process participants and the community. [View a detailed overview of the process (PDF)](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/ETZaFcLlMwBEp0bEU8frPLIBXonWTakmKKGzfyc-VPF2Tg?e=oKzFjR). Open all sections Close all sections ### Criteria expand\_more Projects reviewed by the ITCRB represent many of the highest IT priorities at the University. In order to be considered for funding, a project must meet the following four criteria: 1. Support an enterprise-wide administrative or academic process 2. Create a new capability or extend functionality, including major upgrades of purchased software 3. Be valued at $250K or more 4. Be endorsed by a Vice President, Vice Provost, Administrative Dean, School Dean, or School CIO In short, **ITCRB-funded projects are mission-critical**. Mission-critical projects that do not meet the $250K threshold go through the [Small Ask funding proposal process](/small-ask-process "Small Ask Funding Process"). ### Proposal Process expand\_more Proposal teams participate in a robust process through which proposals are developed, refined, and evaluated. OTSP administers this process and serves as a guide and resource to proposal teams and sponsors, including convening monthly meetings of the proposal and project management community. Proposals ultimately are reviewed by the Project Review Committee (PRC) and IT Capital Review Board (ITCRB) to help evaluate strategic alignment, business priority, and project readiness. Funding decisions are available in June. Proposal teams follow the following steps in the process; dates relate to the FY27 proposal cycle: 1. Submit a preliminary proposal, utilizing a [provided template](https://hu.sharepoint.com/:p:/s/ITCRB-PMs/Efs19ZoDYK1Km8fNQFP9m2sBEomsd3GAIF8cNlB95A3ZWA?e=K03wes) 2. Complete an [online project survey](https://app.smartsheet.com/b/form/08560d3110444a05b5eaa6e1cdd0ffc7) 3. Make a presentation to and engage in Q&A with the [IT Capital Review Board](#review) (ITCRB) 4. Projects cleared to move forward in the proposal process continue with additional proposal cycle deliverables; deferred or denied proposals do not continue 5. Participate in the ITCRB Town Hall to share information about proposals in development and potential impacts to stakeholders 6. Participate in the Quality Review consultation process to receive input from various technical functional groups 7. Submit a full proposal and budget 8. Present to the [Project Review Committee](#committee) (PRC) 9. Revise the proposal and budget based on PRC feedback and resubmit 10. If funding is approved, comply with funding stipulations and follow change request and status reporting processes ### Timeline expand\_more ### FY27 ITCRB Proposal Deadlines SortDateTimeDescriptionSeptember 8, 2025 1:00 - 2:00 PM Introduction to the ITCRB and Small Ask funding programs and FY27 proposal cycle kickoff September 18 11:00 AM - 12:00 PM OTSP office hours October 1 10:00 - 11:00 AM OTSP office hours October 15 12:00 PM Preliminary proposal due October 15 12:00 PM Project survey due October 20 11:00 AM - 12:00 PM FY27 ITCRB proposal cycle overview October 27 1:00 - 2:00 PM OTSP office hours October 30 & 31 10:30 AM - 12:00 PM IT Capital Review Board presentation practice sessions November 7 12:00 PM IT Capital Review Board presentation materials due November 14 9:00 AM - 4:00 PM Proposers and executive sponsors present to and engage in Q&A with IT Capital Review Board November 19 10:00 - 11:00 AM OTSP office hours November 24 Sponsors and proposal teams informed of clearance to move forward with additional proposal cycle deliverables The following deliverables are for proposals cleared to progress with remainder of proposal cycle Sort Date Time Description December 4 11:00 AM - 12:00 PM ITCRB Town Hall overview December 9 1:00 - 2:00 PM ITCRB proposal and budget refinement workshop December 11 12:00 PM ITCRB Town Hall presentation materials due December 16 10:00 AM - 12:00 PM ITCRB Town Hall January 14, 2026 1:00 - 2:00 PM OTSP office hours January 21 12:00 PM Proposal and budget first drafts due January 22 Quality Review consultation phase begins January 28 10:00 - 11:00 AM OTSP office hours February 3 11:00 AM - 12:00 PM OTSP office hours February 4 12:00 PM Project Review Committee presentation materials due February 11 9:00 AM - 4:00 PM Proposers present to and engage in Q&A with Project Review Committee March 18 10:00 - 11:00 AM OTSP office hours March 25 12:00 PM Proposal and budget final versions due; Quality Review consultation phase ends April 8 1:00 - 2:00 PM OTSP office hours April 13 IT Capital Review Board meeting June FY27 ITCRB funding decisions announced ### Proposal Guides and Templates expand\_more #### **FY27 ITCRB Funding Cycle Templates** - [Download a copy of the FY27 preliminary proposal template](https://hu.sharepoint.com/:p:/s/ITCRB-PMs/Efs19ZoDYK1Km8fNQFP9m2sBEomsd3GAIF8cNlB95A3ZWA?e=YdXAgq) - [Download a copy of the FY27 full proposal template](https://hu.sharepoint.com/:p:/s/ITCRB-PMs/ET5lqtZQEn1Alp44RzE--IwBkodIFhtIi4lCAqpP96YRTw?e=9Nn70e) - [Index](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/ES00xZyXaC9CqpuHbBBXnt8BeuW86slodGLUjP9rP1uGnw?e=mNenDK) (PDF) to the template - [Download a copy of the FY27 budget template](https://hu.sharepoint.com/:x:/s/ITCRB-PMs/EWTZ8i_bBr5MgEHdFJE8tS0Bk_aFGW7Mm-ZD1v4624eRmA) #### **Guides and Meeting Materials** - [ITCRB Proposal Cycle - Guide to Deliverables (PDF)](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/EQHA2-hzRr1Midz47KqJ8mcBnMzjWGOXuyQpJZdhWv3W7w?e=2dYBSF) - [FY27 ITCRB cycle kick-off meeting deck](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/EaFdnMaG5IpIgDemEIbcW3kBE0qFEvd1gLkZwfVXtGQoow?e=EByfih) - [FY27 ITCRB proposal cycle overview](https://hu.sharepoint.com/:p:/r/sites/ITCRB-PMs/Shared%20Documents/Proposal%20cycle%20guides%20and%20templates/FY27%20ITCRB%20Proposal%20Cycle%20Guides%20and%20Templates/FY27%20ITCRB%20proposal%20cycle%20overview.pptx?d=w814413e7cd54426cb753ce8e7cbccac6&csf=1&web=1&e=LTv7rL) - FY27 ITCRB proposal and budget refinement workshop deck - will be posted after the 12/9/25 meeting ### Resources and Support expand\_more #### **Active Project Forms and Templates** - [ITCRB Change and Funds Rollover Request Policy and Form](https://hu.sharepoint.com/:w:/s/ITCRB-PMs/EUjyTxMQamVJmK3F65dBcwwB1smBolOXAiikUuGi70C67A?e=sj70Il) - [ITCRB and Small Ask Completion Report template](https://hu.sharepoint.com/:p:/s/ITCRB-PMs/EdjPF1BddQlGpjkIiW9GjzUByCUrqQmS9uxeVGgjU3cMpQ?e=iZ9Bbs) #### **Contact** [Email the Office of Technology Strategy and Planning (OTSP)](mailto:OTSP@harvard.edu) Join and ask questions in the #itcrb-participants Slack channel and the ITCRB-PMs Microsoft Teams channel. Please contact OTSP if you would like to be added to these channels. OTSP will be happy to connect for questions, support, and planning conversations. ## IT Capital Review Board The IT Capital Review Board (ITCRB) serves at the pleasure of the University's Executive Vice President (EVP). Chaired by the Vice President and University Chief Information Officer, the ITCRB is composed of a representative group of senior leaders from across the University, including vice presidents, vice provosts, and administrative deans in the schools. The ITCRB has the purview over the multi-year outlook and priorities for the ITCRB fund which includes contributions from Harvard’s Central Administration and the Schools and units. The ITCRB meets throughout the year to review multi-year technology plans and project funding requests. As part of project review, the Board uses a Harvard-wide lens to balance risks, priorities, benefits, and tradeoffs and prepares funding recommendations for the EVP. At its discretion, the ITCRB also reviews project updates and status reports as well as project close-out reports for completed projects. The ITCRB provides annual summary reports to the Deans, the Administrative Deans, the Finance Deans, and the CIO Council. The Small Ask Subcommittee reviews projects in the Small Ask pool. While the ITCRB is mainly involved with the annual IT capital process, the Board may also be called upon to review and approve funding release for any projects with implementation budgets greater than $2M. The Harvard University Office of Technology Strategy and Planning (OTSP) staffs the ITCRB. Open all sections Close all sections ### ITCRB Members expand\_more SortNameTitleKlara Jelinkova (Chair) Vice President for Information Technology and University Chief Information Officer Kristen Anderson Administrative Dean, HDS Manuel Cuevas-Trisán Vice President for Human Resources, HHR Julie Joncas Chief Financial Officer, HMS Ritu Kalra Vice President and University Chief Financial Officer, VPF Joshua McIntosh Executive Dean, HKS Rick Melnick Chief Finanical Officer, HBS Margaret Newell Vice President and Deputy to the President, OPP Warren Petrofsky Dean for Administration and Finance, FAS Jason Shaffner (ex officio) Associate Vice President, Administrative Technology Services, HUIT Jessica Soban Deputy Provost, OPP Mary Straub Assistant Vice President of Finance and Central Administration, VPF Ara Tahmassian University Chief Compliance Officer, VPR Michael Tran Duff University Chief Information Security and Data Privacy Officer Martha Whitehead Vice President for the Harvard Library, University Librarian, and Roy E. Larsen Librarian for the Faculty of Arts and Sciences, HUL L. Tracee Whitley Dean for Administration, HLS ## Project Review Committee The Project Review Committee (PRC) is integral to the IT Capital Funding process. The PRC draws its membership from across the University and includes both technical experts and academic and administrative leaders from within the Central Administration and the schools. During the annual IT project proposal process, the PRC reviews project proposals prior to the ITCRB portfolio review. Through its guidance it helps to maximize each project's success by ensuring each project has developed a well-defined business value statement (business case); completed an appropriate level of planning and estimating; included cost estimates that are in line with the project scope; and engaged with the right stakeholders. The PRC provides feedback to proposal teams and recommendations to the ITCRB. The PRC also reviews Small Ask proposals and provides recommendations to the Small Ask Subcommittee of the ITCRB. The Harvard University Office of Technology Strategy and Planning (OTSP) staffs the PRC. Open all sections Close all sections ### PRC Members expand\_more SortNameTitleJason Shaffner (Chair) Associate Vice President, Administrative Technology Services, HUIT Richard Bakken Chief Information Officer, GSD Jefferson Burson Senior Director, Enterprise Architecture, HUIT Mary Christakis Managing Director, Finance, Operations, Analytics, and Chief of Staff to the VPHR, HHR Deane Eastwood Chief Information Officer, HSPH Kim Edelman Chief Information Officer, GSE Katherine Gates Chief of Staff, Dean for Administration and Finance, FAS Daniel Hawkins Chief Information Officer, HDS Michael Humphrys Director of Strategy and Innovation, HKS Amanda McDonnell University Controller, FAD Robert Oatman Chief Administrative Officer, GSE Shaun O'Keeffe Associate Director of Finance, FAD Pratike Patel Chief Information Officer, HLS Leslie Schaffer Associate Dean for Finance, SEAS Stu Snydman Associate University Librarian and Managing Director, Library Technology Services, HUIT Lisa Thomas Deputy Chief of Staff, OPP