Implementing UNM Software

Requesting an IT Applications project at UNM: Getting Started

If your department is considering requesting a new IT Applications project, such as purchasing or implementing new software, involving IT Applications early will help set your project up for success. We partner with departments to evaluate solutions, plan implementation, and ensure systems work well within UNM’s environment.

Engage IT and IT Applications Early

Before initiating a new project or selecting software, reach out to IT Applications as early as possible. Contact the IT Applications Director or Submit a New Project Proposal (below).

Note: Currently, the procurement process and engagement of the Security Office does not engage other IT units like Applications.

Early engagement would include having IT:

  • Attend any vendor demos and help evaluate options
  • Identify existing UNM tools that may already meet your needs
  • Assess technical impacts (integrations, data flow, security, etc.)
  • Plan resources and timelines (many projects are scheduled 6-12 months in advance)

Submit Your Project Request to IT Applications

 When you’re ready, and as early as possible, submit a project request to start the intake process with IT Applications: 

Submit a New Project Proposal

This request is used for:

  • New software implementations
  • Major system enhancements
  • Integration or process improvement projects

Before You Submit a Request

Gather as much of the following as possible:

  • Timeline
    • When do you need the system live?
    • Are there firm deadlines (e.g., registration, orientation, contract expiration)?
  • Vendors
    • Which vendors are you considering?
    • Do you have a shortlist?
  • Requirements (high-level)
    • What problems are you trying to solve?
    • What key features are needed?
  • Integrations & Data
    • What systems need to connect (e.g., Banner, CRM, other apps)?
    • What data will be sent/received?
    • Known data elements or fields (if available)
    • Supported methods (API, flat file, etc.)

What Happens After You Submit

Submitting a request is the start of the process, not approval to begin work.

IT Applications will:

  • Review your request
  • Send a scorecard to help prioritize the project
  • Conduct an initial analysis (scope, goals, technical approach, impacts)
  • Estimate effort, timeline, and required IT teams
  • Align on resourcing and scheduling
  • Present for Administrative Leadership review and approval

This intake and evaluation process typically takes about one month.

Required Review: Security & Risk Assessment

Before purchasing new software, departments must complete a Privacy Impact Assessment Questionnaire (PIAQ).

  • Your Information Technology Officer (ITO) can assist with this process
  • The Information Security & Privacy Office (ISPO) will:
    • Review vendor safeguards for protecting UNM data
    • Identify risks and recommend mitigations
    • Provide a report on gaps and considerations

Note: ISPO does not “approve” products but provides recommendations to inform your decision.

Data Governance Considerations

If your project involves sharing university data with a vendor:

  • Data Steward approval will be required
  • IT Applications can assist with this process
  • Planning for this early helps avoid delays

Learn more: UNM Data Stewards

Project Scheduling Expectations

  • Most projects are scheduled at least 6-12 months out.
  • Projects needing a sooner start date may require escalation and additional approvals.

Need Help?

We’re here to partner with you. Engaging early leads to better outcomes, smoother implementations, and realistic timelines.

Additional resources: