5 Year Outlook – Strategic Planning for IT InvestmentProject Prioritization Strategic Project Roadmap for Chancellor and ITGC

James HongITS/ISU

July 2012

General Notes

• History: In May 2012 – The CBT and CTA presented a 12-18 month outlook for business applications, infrastructure and systems key projects.

• Objective is to present a 5 year roadmap to IT Governance for review in October 2012. Results will be used by John Plotts at the October Chancellor’s retreat to represent the 5 year Technology investment needed for UCSF.

• Each subcommittee will be accountable for creating a 3-5 year technology outlook to be used to present key priorities and timelines.

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Sub-Committees of CTA

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Committee Chair

Enterprise Architecture and Applications Jane Wong

Enterprise Architecture and Infrastructure Mark Day

Security and Policy David Rusting

Identity and Access Management Chris Orsine

Mobile, New Media, and Web Jeff Jorgenson

TeleMedicine and Videoconferencing Tim Greer

IT Forum Patrick Phelan

Strategic Technology Advisory Erik Wieland

Topics

• Review Goals and Objectives: Approach

• Key Dates

• Straw Model – Criteria for Projects

• Ranking and Evaluation process

• Next steps and contacts

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Approach• Align Prioritization Criteria and Formats across all

other Committees for consistency. Contacts:– Mara Fellouris (CBT) – with Jane Wong, Opinder Bawa

– Tom Ferrin (CRT) – with Doug Berman

– Joe Castro (CET) – with Orlando Leon

– James Hong (CTA) with Subgroup Chairs

• Subgroup envisions priorities and timelines for 3-5 year roadmap

– Account for: OTC, TCO, ROI, Constraints with current portfolio and capacity of campus and Ongoing costs.

– Aligns with Chancellor Strategic Goals (link:)

• Workgroup sessions– Compile List of Key Projects spanning 3-5 years

– Prioritize Top 3-5 initiatives

– Size projects (Hi level)

• Each Subcommittee will evaluate and finalize results6

Some Key Dates

• Work with subcommittees – 2-4 sessions through Aug – Sep

• Identify Key Members or Delegates needed – Aug 1-10

• Target: Sep 21 Deck completion

• Present to ITGC for review: Second week of October 2012

• Chancellor Retreat: October 26 (est.)

• Business Plans for approved priorities to be completed by Jan 2013

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Criteria (general)

Consider the following when determining list:

•Addresses what critical need

•Impact – population, users, processes

•Improvements – Quantifiable, Qualitative

•Evaluate campus capacity to deliver

•Identify co-dependencies or system constraints for the investment

•Rank and Identify Top 3-5 prioritized initiaitives

•Leverage STP – Situation, Target & Proposal

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Other considerations for roadmap

•Mandated?

•Quick Win

•Include One time order of magnitude costs – used for financial perspective and checkpoint for committees

•Capacity to implement – resource, timing, competition

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Next – Sessions and Ranking

•Introduction to Committees

•Sessions (to be determined with Chairs)–Workgroup to determine list of projects

–Review Ranking process and criteria for prioritization

–Develop point systems to drive decisions

–Complete High Level Sizing for prioritized items

•Phases:–1.     Create list of top 3-5 key projects spanning the next three to five years with an anticipated timelines. (1 session)

–2.     Set priority based on critical need and impact areas, as well as benefits, capacity. Agreement from subgroups. (1-2 sessions)

–3.    Sizing - Provide high-level sizing of the project: Ranges TBD with PMO. (sizing should include One time costs as well as all ongoing or operational costs, In-Kind, and possible efficiencies gains).

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Next

•James coordination meeting with Subcommittee chairs for intro and background

•Introduction to Committees (as appropriate)

•Sessions:

•Option 1: Run Sessions (to be determined with Chairs)–Workgroup to determine list of projects

–Review Ranking process and criteria for prioritization of top 5

–Develop point systems to drive decisions

–Complete High Level Sizing for prioritized items

•Option 2: Internal group –Chairs will send criteria to group members

–Subcommittee will internally assess lists and validate priority (Potentially from 18 mos roadmap)

–Reassess Sizing of project for 3 year outlook

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Contacts

• James Hong (facilitation sessions)– james.hong2@ucsf.edu

– 415-476-2938

– 650-994-5594

• Jane Wong (Consulting/ Guidance)– Exec. Director ITS

– jane.wong2@ucsf.edu

• Opinder Bawa (Consulting/ Guidance)– CTO

– BawaO@medsch.ucsf.edu

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