project lifecycle and prioritization models
DESCRIPTION
Defining the consulting and project services approach. In working to form a new departmental fuction and focus on streamlining project management and the project portfolio, Shaun Holloway worked to develop simple models to help the team understand the approaches and the resulting benefits.This is only the beginning to cultivating a matrix organization with a project management mindset.http://www.srholloway.comTRANSCRIPT
Consulting and ProjectServices Approach
Office of Information Technology Services
Project Lifecycle and Prioritization Models Winter 2011
Purpose
Vision To be the hub of strategic thinking, planning, communication, and project management for technology initiatives and resources
Mission To provide consultative support and enhanced visibility of technology-related initiatives in the areas of forecasting, prioritization, solution delivery, and goal achievement
Primary Benefits
• Streamlined internal process for project in-take, evaluation, prioritization, and management
• Integration and coordination of effort
• Resource for strategic, budget, and resource planning
Project Lifecycle Model
• Help see the big picture of how ideas turn into completed projects
• Organize the idea in-take, evaluation, and execution process
• Gauge progress and through-put metrics
• Provide work-flow and resource forecasting data
Project Lifecycle Model
• Stage 1: Ideation– Idea is received– Notes are captured
• Stage 2: Documentation– Idea is documented– Proposal is created– Entered into PPM/pre-scored
Project Lifecycle Model
• Stage 3: Definition– Research and investigation– Determination of scope, feasibility, etc.
– Enough to perform an assessment
– Most pre-work in charter development is done here
Project Lifecycle Model
• Gate: Assessment of Strategic Fit– Decision to move forward, transform, or combine the idea with another
– Idea could move through stages 1-3 depending on outcome of assessment
Project Lifecycle Model
• Stage 4: Decision– Idea makes the “bucket list”– Idea is scored and prioritized
• Stage 5: Selection– Idea is selected to become a “scheduled project”
– Further definition of scope, resources, time, etc.
Project Lifecycle Model
• Stage 6: Execution– Project currently running– Considered an “active project”– Project follows project plan
• Stage 7: Completion– Project closes and is evaluated– Added to the completed list
Project Prioritization Model
Total Score
Strategic Goals
Scorecard
Risks
Each project receives a Total Score based on completion of the three components.
Project Prioritization Model
Total Score
Strategic Goals
• Information Technology Goals
• Secure and Robust Infrastructure
• Outstanding Customer Service
• Collaborative and Innovative Learning Environments
• Organizational Development
• Consolidated Systems and Business Intelligence
Project Prioritization Model
Total Score
Strategic Goals
• Fisher College of Business Goals
• Build World-class Academic Departments
• Create a Unique, Highly-valued Undergraduate Experience
• Embrace “One University”
• Integrate Action-based Learning
• Tell the Fisher Story
Project Prioritization Model
Total Score
Scorecard
• ComplianceIs this project required to reach or maintain compliance with policy, law, or accreditation?
• Financial Impact• What savings or on-going expenses will be
incurred within 3 years of implementation.
• Complexity• How complex will the solution be to create
and/or implement?
• Sizing Matrix (work effort)• What is the total estimated work effort
involved with the project?
Project Prioritization Model
Total Score
Scorecard
• Operational Impact• What is the degree of process and quality
improvement changes that will result?
• Technology / Process• How familiar is the technology that will be
used to deliver this project?
• Workgroups• How many functional areas will be involved
in this project?
• Client Satisfaction• How happy will the client be when the
project’s goals and objectives are realized?
Project Prioritization Model
Total Score
Risks• Damaged Goodwill
How likely is it that undertaking this project will damage the department's relationship with clients?
• Impact on Other ProjectsHow likely is it that this project will prevent resources from working on other efforts?
• Learning CurvesHow likely is it that work effort will be interrupted because of lack of information or subject matter expertise?
Project Prioritization Model
Total Score
Risks• Lack of Commitment
How likely is it that resources or clients will not devote the necessary time or effort?
• Post-deployment Support NeedsHow likely will this project change, complicate processes, or significantly impact service levels?
• Probably of Benefits Not RealizedHow likely is it that they desired benefits of this project will be achieved?
• Human Resource ConstraintsHow likely is it that this project will be interrupted because of inadequate resources?
Project Prioritization Model
Total Score
Risks• Unknown Requirements
How likely is it that the completion of this project will not meet the requirements or expectations of the client or user?
• Unknown ImpactHow likely is it that this project will be interrupted by unexpected or unplanned circumstances?
• Unknown ExpensesHow likely is it that this project will be interrupted by unexpected or unplanned expenses?
Project Prioritization Model
Total Score
Strategic Goals
Scorecard
Risks
Projects’ Total Score are all compared with one another to shape the project portfolio.
Project Prioritization Ranks
• The project portfolio may naturally form the “bell curve” throughout the 0-100 Total Score
• Projects that score close have similar attributes
• Where projects typically fall by Total Score:
Rank 5
Required or accreditation/ranking impact
Executive/CEO special interest
Organization-level impact
Large process; many departments
Project Prioritization Ranks
• Where projects typically fall by Total Score:
Rank 3
Average impact upon delivery
Involves multiple departments
Processes are impacted/changed
Improves efficiency and effectiveness
Rank 4
High perception, visibility, impact
Politically inspired or sensitive
Connected with other projects/programs
High importance and urgency
Project Prioritization Ranks
• Where projects typically fall by Total Score:
Rank 1
Research and development time
Potential to combine with other efforts
Personal projects or innovation time
Waiting for a change or project delivery
Rank 2
Limited impact
Nice to have or would make job easier
Preparation for future effort
Internal or mini-project
Sample Projects List View
Total Score Scorecard Score
Goals Score
Risk Score Project Name
74.15 56 10 8.15 Project 1
57.12 40 5 12.12 Project 255.6 35 13.3 7.3 Project 353.43 33.6 8.33 11.5 Project 451.55 32.15 13.3 6.1 Project 551 32.5 10 8.5 Project 6
43.83 25.5 8.33 10 Project 741.7 22.5 6.7 12.5 Project 840.1 22.9 6.7 10.5 Project 9
Sample Projects Graphic View
• The Total Score can be represented visually using the 3 components
• Forms a “dashboard” view of the portfolio
Consulting and ProjectServices Approach
Office of Information Technology Services
Project Lifecycle and Prioritization Models Winter 2011