it project portfolio governance process presented to itcc 3/12/2010 presented by: vicki callaway it...
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IT Project PortfolioGovernance Process
Presented to ITCC3/12/2010
Presented by: Vicki CallawayIT Planning & Project Mgmt
PurposeThe governance process was developed to provide a consistent,
efficient, and visible decision-making process and communication plan for the initiation of IT projects.
The IT Governance Process ensures that the Service Portfolio will continue to have new or modified services that meet the needs of the University and that initiatives are prioritized
based on the strategic goals of the University and available resources.
Process HighlightsProject Definition: A project is a temporary endeavor undertaken to create a unique product, service or result (PMI - Project Management Book of Knowledge)
Process Highlights• Proposal
– +/- 50% budget and human resource estimates– Ranking based on strategic impact and viability– Dependencies between projects established and
considered.– Choose top projects to further define (charter
phase)• Mandates• Infrastructure• Other
Process Highlights• Charter
– +/- 20% budget and human resource estimates– Ranking based on strategic impact and viability– Dependencies between projects refined and
considered.– Included in department budget planning– Human resource capacity review– Establish top projects that must be completed in
FY11 – other projects may be undertaken, but resources will be applied to the top projects first.
Process Highlights• Project Portfolio Reviews
– Periodic reviews of project health, progress and portfolio viability (at least quarterly)
– Review can be triggered by a new mandate or project request at any time.
Proposal Phase Statistics• Proposed projects – 37
– Legal mandates – 3– UM System or campus mandates – 5– Infrastructure – 13 (3 also legal mandates)– Strategic Projects – 19
• 11 approved to move to charter phase for additional consideration• If cut by 5% we will not be able to fund all mandates,
infrastructure, and 11 other projects at the level requested.• During Charter phase we will compare to available human
resources.
Project Ranking• New process based on an Educause whitepaper, “Managing the IT Project
Portfolio: A Project Ranking Process” and tailored to our environment*• 11 Strategies with 3-5 criteria to choose from
– 5 define strategic impact– 6 define project viability– Working on a 12th strategy based on competitive advantage
• Each criteria assigned a numerical value and each strategy is weighted based on importance
• Projects are ranked and those that fall in top 10 for both strategic impact and viability are considered for the charter phase. If one of these top projects is dependent on another then we add that project dependency to the list as well.
• Mandates and Infrastructure projects are entered into the ranking system, but are considered differently due to their requirements and impact.
*Randall Alberts, Georgia State University, http://net.educause.edu/ir/library/pdf/ecar_so/erb/ERB0903.pdf
Next Steps• Entering Charter Phase – complete by mid
April• Developing better reporting to include website
for campus audience.
