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PRIORITIZINGTHEITPROJECTPORTFOLIO– ANEXERCISEINGOVERNANCE

ACCS2016March17,2016

JohnPrette,ITProjectManager

2 GE O RG EM ASONUN IVER S I TY

EXERCISE 1– PRIORITIZE THESE PROJECTS

Ø OfficeProPlusforFacultyandStaffØ PreferredNameØ BlackboardAnalyticsInstallationØ 2-FactorAuthentication forVPNØ RemoteDesktopManagementw/IntelvPro


AGENDA

Ø Prioritization– TheFirstPassØ IntroductionØ ProjectRequestsandPrioritizationProcess

v TheLifecyclev Intake- PrioritizationCriteriaWorksheet

Ø Prioritization– UsingtheProcessØ Questions


WHOIAM- JOHNPRETTE

Ø ITProjectManager

Ø PMPsince2004Ø GeorgeMason

since2007Ø ITConsultant

from1994–2007


InformationTechnology Services

EnterpriseInfrastructure

Network Engineering& Technology

EnterpriseApplications

Learning SupportServices ITSecurity StrategicBusiness

Operations

Process & Planning

Portfolio and ProjectManagement

Communications andClient Relations

Systems Integration

ITFinance

ITHuman Resources

Office Management& Administrative

Support

Academic Strategies

MASON’S INFORMATION TECHNOLOGY SERVICES (ITS)

Ø 7DivisionsØ Approximately230StaffØ Reorganized inFebruary2015Ø Over100Projectsinprocessatanygiven

timeØ PMOformedin2006Ø Currently2ProjectManagersØ WorkcloselywithotherSBOfunctionsto

serveITSorganizationØ FunctionalManagersleadmostprojects


HOWWEGOTHERE – WHAT’S DRIVINGTHISEFFORT

Ø ConflictingprioritiesØ EmergencyrequestsØ ProjectsnotfinishingontimeØ Toomuchtodo

Ø 2013Assessments - RecommendedGovernanceØ 2014ITGovernanceGroupformed

v AssociateProvosts,v AssociateDeansv ITSSeniorStaffMembersattendasnon-votingmembers

2006- PMOFormed 2010- PMFramework

2014- ProjectInventory

2015-Prioritization

2016- ProjectPortfolios


Ø Responsible fortheprioritizationofITSprojectsandfordecisionsrelatedtothestrategicplanforITSandtheuniversity.

Ø EnsurethatITSiseffectivelyandefficientlyusingitslimitedresources toaccomplishprojectsthatmeettheUniversity’sneedsandstrategicgoals.

Ø ReviewaninventoryofITSprojects,includingrelevantprojectinformation,and rankagroupingofprojectsinapriorityorder, therebyguidingITSinhowitwillusetheresourcesavailabletomovehighrankingprojectsforward.

ITGOVERNANCE GROUP CHARGE (OCTOBER 2014)

*TakenfromITGGCharter. Note,theCharterlanguagepresentedherehasbeenupdatedtoreflecttheorganizationaltransitionfromITUtoITS

Onlyoneproblem: Wedidn’thaveany

formalwaytorankandprioritizetheproject

requests…


Ø EDUCAUSEv ECAR:ManagingtheITProject

Portfoliov EDUCAUSEReview:AModelfor

ProjectPrioritizationinHigherEducationInformationTechnology

v ECAR:TheHigherEducationITServiceCatalog:AWorkingModelforComparisonandCollaboration

Ø Gartnerv BetterProjectDeliveryRequires

BetterResourceManagementv ResourceManagementforPortfolio

Management:WalkBeforeYouRunv ProjectResourceCapacityPlanning

forPMOLeaders:CrawlBeforeYouWalk

Ø OtherInstitutionsv LoyolaUniversity,Marylandv ArizonaStateUniversityv EDUCAUSEPMConstituentGroup

OURRESEARCH


THEREQUEST LIFECYCLE – ANOVERVIEW

Create Evaluate Approve Prioritize Schedule Track&Report

Request

Project


THEREQUEST LIFECYCLE – CURRENT STATUS

•PrioritizationCriteriaWorksheetavailableandinuse•Intakeoccurringsooner;ITScontinuestorefineintakeprocesstoimproverequestidentificationandactionCreate•ITSassigningrequeststoportfoliosandownersforreviewandverificationofinformationcompleted•ImprovementininformationcapturedforeachprojectandrequestEvaluate•EvaluationQuadrantdevelopedandpreparedforeachrequestforapplestoapplescomparisons•PortfolioOwnersensuringrequestsareaccuratePRIORtosendingtoITGGApprove

•ITGGmembersnowprioritizingnewrequestsindividually•ITGGreviewingprioritizationandadjustingatthemeetingsPrioritize•ITSSeniorStaffbeginningtoprioritizetheexistingworkanddevelopimprovedunderstandingofPortfolios•Nextstepstoincludeprioritizingasafulllistofprojectsandcoordinatingacrossportfolios

Schedule•ProjectInventoryavailabletotrackworkinprocesssince2014•ITScontinuestorefineinformationcapturetobestsuitneedsofcustomers•Improvementstocaptureofdatesandstatusareon-going

Track&Report


PRIORITIZATION ANDREQUEST LIFECYCLE

OtherActiveITSProjects• Activeprojects,butlower

priority.• Activeaslongas

resourcesarenotneededforTopPriorities

ProjectQueue• Projectsthat

areinactiveornotstarted,inpriority order

• ITGGandITSworktomergeProposedintoQueue

ProposedProjectRequests

• ITSidentifyportfolio

• ITGGreviewandprioritizeaspartofregularprocess

CompletedProjects• Onceactiveprojectsarecomplete,

theymoveheresothatresourcesaremadeavailabletoworkonnextproject(s)intheQueue

StandardProcess

StandardProcess

StandardProcess

Exception

KEYProjects• ThetopITSpriority

projectsatanypointintime.

• Theseprojectshavefirsttakeofavailableresources

• TheITSprojectsthatarebeingactivelyworkedatanypointintime.

• WhenanactiveprojectiscloseditmovestoCompletedProjects,andoneormoreprojectsfromtheQueuearemadeactive,pendingresourceavailability

ActiveProjects

Exception


INTAKE – THE PRIORITIZATION CRITERIAWORKSHEET (PCW)

Ø ThePrioritizationCriteriaWorksheet isusedtov Formalizethethinkingoftherequestoronscopeandrationaleforrequests,v Identifycoredetailsabouttherequestthatareusedtoassistwith

prioritizingandschedulingworktobeperformedwithInformationTechnologyServices.

Ø Theformitselfconsistofthreesections:v GeneralCriteria(unscored)– includesgeneralquestionsabouttherequest.

Mostresponsesarenarrativeinnatureandcompletedbytherequestor.v ImpactCriteria(scored)– thebenefitsgainediftheprojectisdone.Most

questionsareobjectiveanddrop-downchoicesforresponses.v EffortCriteria(scored)- Thefinancial,resource,andopportunitycostof

doingtheproject.Mostquestionsareobjectivewithdrop-downchoicesforresponses.

Ø ITSPPMOavailabletoassistwithcompletingtheformØ Link:http://pmo.gmu.edu/pmtools/projecttemplates.cfm


PCWDEVELOPMENT TIMELINE

IdentifyConcept

• 12/14- 2/15• ReviewExistingProjects

• ResearchScoringModelsandConcepts

• DraftinitialconceptofScorecard

Develop&RefineWorksheet

• 2/15- 8/15• ElicitFeedback

• ReviseWorksheet

• Revieww/ITGGMembers

OperationalizeProcess

• 10/15- Now• Score allexistingProjects

• ScoreallNEWProjectrequests

• EvaluateandPrioritizerequests


Ø DescriptionØ Statement ofNeedor

OpportunityØ ProposedSolutionØ SponsorØ ProposedStart&Finish

Datesw/RationaleØ FundingStatus–

Implementation&Operations

PCW– GENERAL CRITERIA


Ø StrategicAlignmentØ RiskMitigationØ BeneficiariesØ FinancialBenefitsØ EfficienciesØ OtherConsiderations

PCW - IMPACT


Ø Implementation StaffØ OperationsStaffØ Implementation CostsØ OperationsCostsØ DependenciesØ ComplexityØ Integration

RequirementsØ DurationØ OtherConsiderations

PCW - EFFORT


SAMPLEPRIORITIZATION QUADRANT MAPPING

Ø MapsImpactandEffortScoresonagridØ ProvidesrelativebenefitsandcostsassociatedwiththeeffortstoarriveatpotentialvalueØ Usedasinputtoprioritization

IMPACT– TheBenefit

EFFO

RT–TheCo

sts

HighImpact/LowEffort

LowImpact/HighEffort

HighImpact/HighEffort

LowImpact/LowEffort


EXERCISE 2– LET’S TRY TOPRIORITIZE AGAIN

Ø ProjectImpactØ ProjectEffortØ OtherProjectPrioritizationCriteriaWorksheet (PCW)detailsØ PositionontheEvaluationQuadrant– therelationship

between theimpactandeffortØ Time/TimingconstraintsondeliveryØ Otherfactors…


EXERCISE 2– PRIORITIZE THESE PROJECTS

Project BusinessDriver Impact Effort End

DateBenefitsSummary

CostsSummary

Merten HallConferenceRoom

RequiredMaintenance

4.74 25.90 6/30/16 1-50EmployeesNoStudentsNo Financial

3 Departments3-5ITSStaff3-5Dept Staff<$10,000costs

PreferredName

Strategic 71.50 40.50 5/30/16 Strategic PlanMitigatesRiskMostStudentsMostEmployees

>5Departments3-5ITSStaff3-5Dept StaffNo Costs

BlackboardAnalyticsInstallation

Strategic 32.75 35.10 6/1/16 Strategic PlanMostStudentsMostEmployees

1-2 Departments1-2ITSStaff1-2Dept Staff$10K- $50Kcosts

2-FactorAuthenticationforVPN

ExternalMandate

41.40 58.40 7/31/16 No StrategicMitigatesRisksMostEmployeesNoStudents

4-5Depts>10ITSStaff$50K - $150KcostProcessChanges

RemoteDesktop Mgmtw/IntelvPro

Strategic 53.25 29.60 8/26/16 StrategicPlanMost StudentsMostEmployeesCust Satisfaction

ITSOnly6-10ITSStaffNoDept Staff<$10,000 costs


SAMPLE EVALUATION QUADRANT


PRIORITIZATION RESULTS

Project Exercise1:InitialPrioritization

Exercise 2:Informed Prioritization

AverageScore

PriorityOrder

AverageScore

PriorityOrder

Merten HallConferenceRoom*

2.48 2 4.83 5

Preferred Name 4.21 5 1.50 1

BlackboardAnalyticsInstallation

3.34 4 3.54 4

2-FactorAuth forVPN 1.72 1 1.65 2

RemoteDesktop Mgmtw/IntelvPro

3.21 3 2.80 3

*InitialEvaluationwasfor“MSOfficeProPlusforFaculty/Staff”andnotMerten HallConferenceRoom

Approximately30peoplefromthesessionparticipated intheseexercises


WHEREDOWEGOFROMHERE? – PROJECT PORTFOLIOS

ITSPortfolios

AcademicSystemsPortfolio

AdministrativeSystemsPortfolio

InfrastructurePortfolio

ProcessesPortfolio

SecurityPortfolio

TosupporttheprioritizationofprojectswithinITSv Established 5ITSProjectPortfoliosinDecember2015basedonactiveprojects

intheProjectInventoryv EachportfolioisownedbyaSeniorStaffoftheITSv Focusonserviceofferingvs.functionalorganizationoftheITSbasedona

ServiceCategorystructureproposedbyEDUCAUSEresearchthatisaHigherEducationITstandardsorganization

v TobeextendedbytheCIOandSeniorStafftoincludethefollowingareas§ CommunicationandCollaboration§ EndPointComputing§ Research


QUESTIONS /SUMMARY

Ø Questions?

Ø Wheretofindmoreinformation:v ProjectTemplates /PrioritizationCriteriaWorksheet(PCW):

http://pmo.gmu.edu/pmtools/projecttemplates.cfmv Mason’sProjectManagementOffice:http://pmo.gmu.edu


REFERENCES AND LINKSØ GeorgeMasonUniversityProjectManagementOffice

v http://pmo.gmu.edu–GeneralPMOWebsitev http://pmo.gmu.edu/pmtools/projecttemplates.cfm - ProjectTemplates,includingPrioritization

CriteriaWorksheetØ ECAR:Managing theITProjectPortfolio– AProjectRankingMethodology byRandall

Alberts,GeorgiaStateUniversityv https://net.educause.edu/ir/library/pdf/ERB0903.pdf

Ø EDUCAUSEReview– AModel forProjectPrioritization inHigherEducationInformationTechnologybyLawrenceAndrewMillerv http://er.educause.edu/en/Articles/2014/2/A-Model-for-Project-Prioritization-in-Higher-Education-

Information-TechnologyØ EDUCAUSEReview– TheHigherEducationITServiceCatalog:AWorkingModel for

ComparisonandCollaborationv http://www.educause.edu/library/resources/higher-education-it-service-catalog-working-model-

comparison-and-collaborationØ EDUCAUSEProjectManagementConstituentGroup

v http://www.educause.edu/discuss/information-technology-management-and-leadership/project-management-constituent-group

Ø EDUCAUSEProjectManagementConstituentGroupWikiSitev https://sites.google.com/a/educause.edu/educause-wiki-site/project-management

Ø LoyolaUniversity,MarylandProjectPagev http://www.loyola.edu/department/technologyservices/projects/aboutv ContactRichSigler

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