# Small Ask Funding Process # Small Ask Funding Process Programs & initiatives ![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 and Criteria](#overview) - [Proposal Process](#process) - [Timeline](#timeline) - [Proposal Guides and Templates](#guides) - [Resources and Support](#resources) ## Overview and Criteria The Small Ask program provides funding for important and innovative smaller-scale information technology projects that enable enterprise-wide administrative, academic, or research priorities. By allowing smaller IT projects to seek funding, the Small Ask program adds flexibility and options to the IT capital funding process, while also increasing transparency and strengthening connections with HUIT for best practices and planning. Projects proposed for Small Ask funding are expected to meet the following criteria: - Be sponsored by senior leadership (e.g., Vice President, Vice Provost, Administrative Dean, School Dean) - Support the creation of a new capability or system enhancement - Be scalable (in the case of projects whose intended user group is a single school or department rather than a University-wide audience) In addition: - Funding of up to $250,000 may be requested - Project duration may be up to a maximum of 12 months - Ongoing operating costs must be funded by a School or unit ## Proposal Process The proposal process generally follows these broad steps. 1. The proposer notifies the Office of Technology Strategy and Planning (OTSP) of their intention to submit a proposal using a provided ["Intent to Submit" form](https://app.smartsheet.com/b/form/cec247c1989045dab8547cdb302e2324). 2. The proposer prepares the proposal documentation using the provided [proposal template](https://hu.sharepoint.com/:p:/s/ITCRB-PMs/Ec8tpG1n4aJHlIJynZTz76sBZ6xf2XpjfcR8ini6L20AmA?e=yNHLuH), which includes an estimated budget. Proposers are welcome to contact OTSP with questions and for consultation. 3. If needed, OTSP identifies which technology areas should review the proposal, and communicates this to both the proposer and the reviewing group. The proposer schedules and completes the reviews and submits any required documentation to OTSP. 4. The proposal is brought to the Project Review Committee (PRC) for broader review. The proposal team presents the project to the PRC. 5. The PRC evaluates the proposal and recommends funding and/or provides feedback to the proposer. 6. The PRC presents proposals to the ITCRB Small Ask Subcommittee for prioritization, approval, and funding. The Subcommittee will make decisions and the approved projects will receive funding. 7. Approved projects create and submit a full and final budget, using a [provided template](https://hu.sharepoint.com/:x:/r/sites/ITCRB-PMs/_layouts/15/Doc.aspx?sourcedoc=%7BDBEB38B4-C097-45A7-9A4D-295B7846A2BF%7D&file=FY27%20Small%20Ask%20Budget%20Template.xlsm&action=default&mobileredirect=true). The PRC and the ITCRB Small Ask Subcommittee review Small Ask proposals at meetings scheduled in accordance with the timeline of a given proposal cycle. ## Timeline Open all sections Close all sections ### Timeline expand\_more ### FY27 Small Ask Proposal Cycle Sort Date Time Description September 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 5:00 PM Intent to submit survey due October 27 1:00 - 2:00 PM OTSP office hours November 6 12:00 PM Proposal, including ballpark budget, due November 19 10:00 - 11:00 AM OTSP office hours December 3 10:00 AM - 12:00 PM Project Review Committee presentation practice session December 9 12:00 PM Project Review Committee presentation materials due December 17 9:00 AM - 4:00 PM Presentations to and Q&A with Project Review Committee January 14, 2026 1:00 - 2:00 PM OTSP office hours January 28 10:00 - 11:00 AM OTSP office hours February 3 11:00 AM - 12:00 PM OTSP office hours Late February FY27 Small Ask funding decisions announced March 18 10:00 - 11:00 AM OTSP office hours March 30 5:00 PM Final budget due (for approved projects only) April 8 1:00 - 2:00 PM OTSP office hours ## Proposal Guides and Templates #### **FY27 Proposal Cycle Templates** - [FY27 Small Ask Intent to Submit survey](https://app.smartsheet.com/b/form/cec247c1989045dab8547cdb302e2324) - [FY27 Small Ask Funding Proposal template](https://hu.sharepoint.com/:p:/s/ITCRB-PMs/Ec8tpG1n4aJHlIJynZTz76sBZ6xf2XpjfcR8ini6L20AmA?e=yNHLuH) - [FY27 Small Ask Budget template](https://hu.sharepoint.com/:x:/r/sites/ITCRB-PMs/_layouts/15/Doc.aspx?sourcedoc=%7BDBEB38B4-C097-45A7-9A4D-295B7846A2BF%7D&file=FY27%20Small%20Ask%20Budget%20Template.xlsm&action=default&mobileredirect=true) #### **Guides and Meeting Materials** - [FY27 Small Ask funding cycle kickoff meeting materials](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/EZphYCAsdKRJkRHXVV_ff2UBvfSKaGGUiHmnKK0XfZymhA?e=xfSky1) - [Small Ask Proposal Cycle - Guide to Deliverables (PDF)](https://hu.sharepoint.com/:b:/s/ITCRB-PMs/EVV9TUaDeShBm5H7jo5lISABt-xrFi0Tn9UzT1uQ1Jf-Ng?e=FUEKfN) ## Resources and Support #### **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/EdjPF1BddQlGpjkIiW9GjzUBRa-3QA35S93zW0RgY_KyMg?e=PgCssw) #### **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.