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Office of Research IT

School of Medicine & Dentistry / Office of Research IT / Services / New Technology Request

New Technology Consultation

The New Technology Consultation is designed to facilitate the approval process for acquiring new software, applications, or devices not yet sanctioned by URMC and Affiliate governance. It provides a structured process for initiating requests. Users are guided to provide comprehensive information about the technology, its intended use, and any endorsements received.

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Features

Example use cases:

  • Purchasing a new medical device

  • Downloading a new work app for a phone or tablet

  • Requesting a new app or add-in for Microsoft Teams

  • Participating in a new research collaboration tool

  • Using a free student scheduling web app

  • Integrating a new AI clinical management platform

Please note, this should not be used for routine refresh of single-user devices, renewal of software licenses, and requests for additional IT staff.

Get Started

To get started, complete the ORIT New Project Request form. ORIT will review all requests within a week of submission but make take up to 3 weeks to begin the process. Please consult with ORIT before submitting your Grants or IRB submissions.  We recommend doing this as early as possible to avoid any delays to your research study. ORIT will be the concierge for any other ancillary reviews.

The Approval Process

The ORIT team facilitates collaboration between various governance and review committees to manage the governance and delivery of technology solutions. The technology request process helps departments and individuals procure technology solutions that support their needs in alignment with the University’s architecture, security, risk, and compliance obligations. Select a step below to learn more about the process.

New Technology Request

  • Technical scope and dependencies review
  • Resource gaps and project costs identification
  • Initial security review
  • Initial systems integration and architecture review
  • Document and categorize the request for submission to IT Governance

Contact

If you have questions, please contact the ORIT Helpdesk.

FAQs

  • Improve visibility and transparency for project requests
  • Improve portfolio project reporting & resourcing
  • Improve engagement and collaboration
  • Reduce tool redundancy
  • Encourage operational excellence
  • Streamline the project request and project approval process

The Technology Request process gives you expert help and visibility early in the process, to make sure you avoid issues such as:

  • Buying software that is not suitable for integration into the university platform
  • Hiring a developer to build a custom database that replicates a function about to be released in a University service
  • Signing a contract for a new system without realizing that it requires high-risk sharing of sensitive data with a vendor, without suitable vendor protections in place in the contract.
  • Investing in a large new system without considering the staffing required for setting up integrations or providing long-term administration and support.

No. As soon as you can articulate the business need, fill out the form and we will talk through available technologies, and next steps that would best fit your needs.

Technology requests will be reviewed by IT governance committees and senior leaders to determine the project timeline. There will be ongoing customer communications to alert you of the status.

Project intake (1 week) 

During this time, we will: 

  • Document and categorize the Technology Request in the Enterprise portfolio
  • Assign a Project Manager for an initial consultation

Initial consultation (1 week)

During this initial meeting, we will work with you to:

  • Discuss the “Five Ws”: Who, What, When, Where, and Why
  • Clarify details of the Technology Request 
  • Document known dependencies, timeline factors, and budget implications
  • Identify stakeholders

Technical and business review (Duration is determined by the scope of the project)

During this time, we will:

  • Assess technical scope and dependencies
  • Assess technical feasibility
  • Identify potential existing solutions
  • Identify resource gaps/project costs
  • Perform a portion of the security review 
  • Perform initial systems architecture review
  • Business analysis

Intake completion (Duration is determined by the scope of the project)

During this time, we will:

  • Contact you with the next steps and timeline
  • Queue up the Technology Request for IT governance review