Portfolio Management Process & Customer Request

Management

January, 2006

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Agenda Portfolio management Customer Requests – 2 types

Enhancements/Micro projects Projects

Project Prioritization Process Annual prioritization timeline Overall process

Out of cycle discussion Update process

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Portfolio Management Portfolio Management is the process to

Manage overall visibility of the project demand Establish a forum and process for prioritizing

the demand on an Institute level Annual planning cycle

Approve and allocate the project resources Integrate with the overall budget process Monitor the ongoing projects Evaluate new requests and changes Provide awareness of the entire project

portfolio to a broad set of constituents

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Customer Requests Two main channels for managing

requests Customer forums

Manages and prioritizes enhancements/micro projects (less than 6 person months)

ASPCC Process Annual project prioritization process Out of cycle process

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Customer Identifies Need

Enhancement?Prioritize at

Customer Forum

Customer submits Request

for Evaluation form

Complete, Investigate or

DeferEnd

Request ‘Out of Cycle’ prioritization

from ASPCC

Out of Cycle and Meets Criteria?

Place on Project Inventory for

Annual Planning Cycle

Yes

No

Yes

No

SAIS and Customer

“size”

End

Approved?

Slot New Project

No

End

Yes

End

Customer Request Process

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Jan Feb Mar April May June July Aug Sept Oct Nov Dec

Communicate & Collect Project Requests

Present completed forms at SAPBIZ

Develop Business Cases

Project Inventory to ASPCC

Picks 10

ASPCC Ranks 10

Picks 10

Approved

Resources Schedule & Budget

Annual Project Prioritization Timeline

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Prioritization Process January – April

Communicate the overall process via Customer forums SAPBIZ communication and updates Admin Comp Web-site ASPCC Meetings IS&T Managers Meeting Others

Publish and Validate the prior year’s project inventory Discuss requests not actioned the prior year

Re-submit requests – update and or modify as needed

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Prioritization Process January – April continued

Customers complete “Request for Evaluation” forms with assistance from Admin Comp Customer initiates process by completing page one of

the request for evaluation form http://

web.mit.edu/ist/org/admincomputing/#projects Submit to Admin Comp via email to

project-request@mit.edu Admin Comp assigns requests and acknowledges

receipt Admin Comp completes remainder of the form and

reviews/clarifies page one with the Customer Conducts Kitimat analysis

Conduct reviews of completed forms at SAPBIZ

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Prioritization Process May

Provide the project inventory (listing of projects under consideration for that fiscal year) and Request for Evaluation forms to ASPCC Project inventory maybe a subset of requested

projects If the inventory exceeds a manageable amount

(25-30)

June ASPCC prioritizes the list – picks 10

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Prioritization Process July – September

Admin Comp and the Customers jointly develop the business cases Confer across IS&T and with other partners

October Present business cases and a summary

document to ASPCC ASPCC prioritizes the projects – votes

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Prioritization Process November

Admin Comp and Customers conduct resource planning Assess any required prerequisites Develop a project delivery plan that considers

general Institute scheduling constraints Confer across IS&T and with other partners

Projects selected and a draft schedule are presented to ASPCC for approval Approval or modification

Incorporated in the budget request

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Out of Cycle Requests Business Owner request that is

Unknown during the annual planning cycle Significant business and or technical change Urgent business need New opportunity

A change in status or condition of the initial project Potential need to re-prioritize approved projects Serious support/maintenance issue develops or

worsens Compliance issue

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Process for Out of Cycles Use the standard project portfolio

management process & additional criteria Provides significant and direct advancement

of the Institute’s mission and goals Opportunity to increase the benefit from a

fast track Funding availability Resources generally available for the effort

Business and SAIS Small to moderate sized Retires a legacy system

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On-Going Process Priorities are reviewed quarterly by ASPCC for

progress updates and adjustments Changing business conditions Compliance issues Out of cycle requests

Quarterly Updates to SAPBIZ (recommendation) Progress to schedule Changes to prioritized projects from ASPCC Out of Cycle requests Process review

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General Updates Request for evaluation form used for both

projects and enhancements Why?

Track the work Provide a better definition of the request up

front