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College Station Information Technology –Project Management Office
TAGITM, The Woodlands 2019
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• City of College Station
• Challenges
• Accomplishments
• The Future
• Questions & Answers
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College Station is located in the heart of central Texas within a three-hour drive of five of the nation’s 20 largest cities. A network of well-maintained highways and a regional airport served by major airlines provides convenient access from just about anywhere.
It is the only city in the country with nationally accredited departments -- parks, public works, water, fire, police and public safety communications. It is among the safest and most family-friendly places in Texas, consistently maintaining one of the state’s lowest crime rates.
Quick Factsü Population ~114,000ü Home of Texas A&M main
campusü Named America’s No. 1 college
town
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The mission of College Station Information Technology Department is to support the Vision of the city’s Mayor, City Council and City Manager by:ü providing efficient technology services to the departments ü protecting City’s information assets ü supporting City’s Open and Transparency initiativesü implementing innovative technology projects for departments and improve the services to Citizensü providing guidelines, framework, policies and procedures for City’s technology operations
CS IT Department operates on the principles of ITIL Framework.
Quick Factsü Staff ~35ü Serves ~1200 employees and 18
departments
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ü Massive number of projects
ü Projects miss deadlines
ü Projects do not meet the customer’s expectations
ü Changes in scope or scope creep due to the absence of clear requirements
ü Lack of inclusion of stakeholders
ü Lack of transparency
ü Improper project planning
ü Inadequate risk management
ü Inadequate resource planning
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IT Project Management has been 100% Reactive with no time
or project management resources dedicated for proper project
planning, project risk mitigation or adequate scoping. With a
growing City and increasing demands, resources have been
outpaced.
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In 2018 an IT project management office (IT PMO) was established to consistently deliver business results on time, in budget and in scope while meeting the quality metrics.
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IT PMO Goalsü Centralize, oversee, and coordinate the development and implementation of a common IT project
management methodology ü Establish a consistent, repeatable approach to managing IT projects using best practices of project portfolio
management ü Facilitate transparency for IT decision-making, planning, work and approval of projects by providing a
platform for capturing IT project requests, project selection and prioritization process ü Establish a consistent communication and formal governance for IT project and portfolio of projectsü Improve the levels of project success across the organizationü Establish resource and demand management processesü Manage vendor relationships and IT project contract administration
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What is a Project? PMBOK© definitiono It is temporary endeavor undertaken to create a unique product, service, or resulto It does NOT: have repetitive features or operations, sustain business or operations or merely fix something, make
small modifications or refer to maintenance activities
What is a City of College Station Technology Project?A technology effort that meet at least one or more of the following criteria: ü Multi-departmental or citywide impactü Labor and capital expenditures is $20,000.00 or more ü Revenue generating effortü Minimum of 80 man-hoursü Application version upgrades (on premise or cloud)ü Location moves, adds, changes, requiring network, circuits and infrastructure that exceed 80 man-hours
COCS TECHNOLOGY PROJECT PRIORITIZATION MATRIX
RANKING L2 – LOW IMPACT L1 - MED IMPACTL0 – HIGH IMPACT
(Meets one or more of this criteria)
CRITICALITY/BUSINESSJUSTIFICATION
It is desired to implement the solution in within a year but it is not a MUST
The solution MUST be implemented in within a year
Business Necessity;
Legal Mandate;
Regulatory Compliance or Safety Concern
COST <$30K estimated capital and labor $30K - $250K estimated capital and labor >$250K estimated capital and labor
SCOPE ≤ 3 months to complete effort 3 - 6 months to complete effort > 6 months to complete effort
IMPACT < 2 departments impacted 2 - 4 departments impacted > 4 departments impacted
On time
On budget
Meets goalsProj
ect
Succ
ess
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ü Business Requirement documentsü Scope of Servicesü Deliverablesü Project timelines ü Roles and Responsibilities
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Initiating Planning Executing Closing
Project Charter approval
Project Status Review
Project Closeout
Initiating Analysis Design Build Test Deploy Retire Legacy Support
- Prioritization and Approval by IT Governance Board- Review by ITOC
- Approval by City Manager and Council Members- Budget Funding and Approval
-Objectives and Benefits realization review
Project Request approval
Project Plan approval
Controlling and Monitoring
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Submit Project Request Information
Form PRIF
Start (3-4 months prior)
Review of Project Request Information Form PRIF by PMO
Complete & Clear?
Request Corrections and clarificationsNo
Determine Project Category, Funding,
Resources & Strategic Aligment
Yes
Notify Requestor
Approved offline?
Yes
Add Project to portfolio for Initiation and
Staffing
ANo
A
Review by Information Technology Operational Committee
Approved?
Approved pending Action/
Info?
No
L0 or L1?
No
Forward to IT Governance Board
for review and approval
Yes Approved?
Yes
End
Yes B
B
No
BYes
Notify Requestor
No
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The IT PMO will be judged as successful within its first 12 months of operation if:
ü At least two-third of the total number of technology projects in the portfolio follow the IT Governance approval process
ü At least two-third of the total number of technology projects managed in within the PMO follow the IT PMO methodology
ü Regular project reporting showing current project status, next steps and potential risk ahead for all projects managed directly by the IT PMO
ü Consolidated IT Project Portfolio dashboard showing all IT Projects planned/ongoing projects, status, and priority
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GOAL KEY PERFORMANCE INDICATORS
Strategically align the IT project portfolio with the City mission and strategic plan
Percentage projects managed in within the IT Portfolio representing high priority business specific demands
Provide transparency for IT decision-making, planning, and work
- Time elapsed between the occurrence of deviations, risks, conflicts and escalation for corrective actions/decision making- Number of Change Requests
Improve the levels of IT project success across the organization
- Increase percentage of IT projects delivered / the total number of projects in portfolio- Ratio of estimated project costs to actual costs- Ratio of estimated project duration to actual duration
Centralize, oversee, and coordinate the development and implementation of a common IT project management methodology
Percentage of projects using methodology (required deliverables vs. actual deliverables)
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Peopleü Firming up trusted partnership with internal and external stakeholdersü Train City Staff on Project Management practice
Processü Standardize Project Management practice across all technology initiativesü Standardization and inclusion of project management terms in all Contracts with a technology
componentü Project Transparency by reporting and dash-boarding that show current project status, next steps and
potential risk ahead for all projects managed directly by the IT PMO
Technologyü PMP tool for project and portfolio documentation and reportingü Automation of the consolidated IT Project Portfolio Executive dashboard
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