How to Submit or Update an IT Project for the GTO Portfolio

Welcome! This guide provides step-by-step instructions for using the IT Project Portfolio Submission System. This process is used to register new IT projects with a total cost over $2 million and to provide updates on existing projects in the portfolio.

Policy: Statewide Policy for Reporting of Large Information Technology Projects

    Step 1: Access the Submission Form

    You can access the online form in one of two ways, depending on how you are connecting.

    For Users Inside the State of Nevada Office 365 System:
    You can access the form directly using this link:
    IT Project Portfolio Submission Form

    For All Other Users (External to the State Microsoft Tenant):
    Please use the Email Submission instructions provided on this page

      Step 2: Before You Begin - Download the Correct Template

      For any bulk submission (submitting or updating multiple projects at once), you must use one of the official Excel templates provided below.

      • IT Project Portfolio
        • Use this template when you are registering multiple new projects for the first time. 
         
      • IT Project Portfolio Update
        • Use this template when you need to update information for multiple existing projects at once.
        • Note: This template requires you to provide the unique ProjectID for each project you wish to update.
         
      CRITICAL: You Must Format Your Data as a Table
      After you have filled in your data in the Excel template, you must format it as a named table for our system to process it correctly. This step is mandatory.
      1. In your completed Excel file, select all your data, including the header row.
      2. On the Home tab in Excel, click Format as Table.
      3. Choose any visual style. A box will appear; ensure the "My table has headers" checkbox is checked and click OK.
      4. A new Table Design tab will appear. On the far left, find the Table Name box and rename the table to ProjectData. The name must be exact.
      5. Save the file.

        (Method 1) Step 3: How to Use the Submission Form

        The form will first ask what action you would like to perform. Your answer will determine which fields you need to fill out.

        To Submit a Single New Project

        1. Select Submit a New Project(s).
        2. On the next question, select Single.
        3. Fill out all the project detail fields that appear on the form.
        4. Submit the form. You will receive a confirmation email that contains a unique ProjectID. Please save this ID, as you will need it to make any future updates to this project.

        To Submit Multiple New Projects (Bulk Upload)
        1. Select Submit a New Project(s).
        2. On the next question, select Multiple.
        3. Use the New Project Bulk Submission Template you downloaded in Step 2.
        4. Fill out the template with one project per row.
        5. Follow the critical instructions in Step 2 to format your data as a table named ProjectData.
        6. Upload your completed and saved Excel file to the form and submit.
        7. You will receive a confirmation email summarizing how many projects were added and providing a list of their new ProjectIDs.

        To Update a Single Existing Project
        1. Select Update an Existing Project.
        2. You will be asked to provide the unique ProjectID of the project you wish to update. This ID was sent in the confirmation email you received when the project was first submitted.
        3. The form will display fields for you to provide updated information. You only need to fill in the fields you wish to change.
        4. Submit the form. You will receive an email confirming that your project has been updated.
        To Update Multiple Existing Projects (Bulk Update)
        1. Select Update Multiple Projects via File Upload.
        2. Use the Project Update Bulk Submission Template you downloaded in Step 2.
        3. For each project you wish to update, you must provide its ProjectID in the first column. Then, fill in the new information in the other columns for that row.
        4. Follow the critical instructions in Step 2 to format your data as a table named ProjectData.
        5. Upload your completed Excel file to the form and submit.
        6. You will receive a detailed confirmation email summarizing the results, showing which projects were updated successfully and which, if any, failed because the ProjectID could not be found.

         

          (Method 2) Step 3: Submitting via Email

           

          This method allows you to submit your completed bulk templates directly. The system is fully automated and relies on the email's subject line to understand your request.

              1. Prepare Your Email
          • Create a new email addressed to: it-social@it.nv.gov

              2. Use the Correct Subject Line (This is Mandatory)
                   The subject line of your email tells our system how to process your attachment. You must use one of the following two subject lines exactly as written.

          Warning: Using any other subject line will cause the automation to fail, and your submission will not be processed.

           

              3. Attach Your Completed Template     

          • Attach the appropriate Excel template (.xlsx file) that you completed and saved in Step 1.
          • The body of the email can be left blank; the system only processes the attachment based on the subject line.


              4. Send the Email

          • Once you send the email, the system will process your file. You will receive an automated confirmation email summarizing the results. For updates, this email will detail which projects were updated successfully and which failed (e.g., due to an incorrect ProjectID).