Operational Requests FAQs
What is an operational request?
In general, an operational request is any request for additional funds from the university. In other words, it is a request for funding beyond what is already in your budget and beyond what you may be able to obtain from your Dean or VP. For example, you might make an operational request for a new position, a position upgrade, a construction project, or a large equipment purchase.
Do I have to submit an operational request to replace a position?
Yes. Even though you have the money in your budget from the vacated position, you still need to submit an operational request for a staff or faculty position replacement.
When do I have to submit an operational request via Project Office and when can I just call or e-mail my dean or vice president?
If your dean or vice president has discretionary funds that he or she wishes to spend on your request (e.g., an extra $500 for travel), then an operational request is unnecessary. However, if the funding is to come from the University-wide surplus pool that is allocated once each fall, spring, and summer, then an operational request is needed. If you are unsure as to which source of funding will be accessed, ask your dean or vice president.
If I can get the money for my request from my dean/VP, do I still have to submit my request through Project Office?
No, unless your request includes a personnel action. If your request requires a personnel action (for example supplemental pay), you must still use Project Office in order to access the Employment Management System (EMS). You do not need to fill out the proposal narrative, however, unless you are requesting funds from the university or replacing a position.
How do I submit an operational request?
What must be included with an operational request? All operational requests are to be submitted through Project Office. They must include: (1) a completed Project Office profile overview, (2) a completed proposal narrative and (3) a budget. Please note: You no longer need to submit an operational plan in order to make an operational request, but you do need to fill out the proposal narrative template.
What should be included in a proposal narrative?
When you click on the "proposal narrative" icon in the "links to document" section of Project Office, you will see a template that includes five questions. Answer all five questions concisely in terms of your request. In general, proposal narratives do not need to be longer than a page or two.