project lifecycle and prioritization models

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Consulting and Project Services Approach Office of Information Technology Services Project Lifecycle and Prioritization Models Winter 2011

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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.com

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Page 1: Project Lifecycle and Prioritization Models

Consulting and ProjectServices Approach

Office of Information Technology Services

Project Lifecycle and Prioritization Models Winter 2011

Page 2: Project Lifecycle and Prioritization Models

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

Page 3: Project Lifecycle and Prioritization Models

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

Page 4: Project Lifecycle and Prioritization Models

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

Page 5: Project Lifecycle and Prioritization Models

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

Page 6: Project Lifecycle and Prioritization Models

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

Page 7: Project Lifecycle and Prioritization Models

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

Page 8: Project Lifecycle and Prioritization Models

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.

Page 9: Project Lifecycle and Prioritization Models

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

Page 10: Project Lifecycle and Prioritization Models

Project Prioritization Model

Total Score

Strategic Goals

Scorecard

Risks

Each project receives a Total Score based on completion of the three components.

Page 11: Project Lifecycle and Prioritization Models

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

Page 12: Project Lifecycle and Prioritization Models

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

Page 13: Project Lifecycle and Prioritization Models

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?

Page 14: Project Lifecycle and Prioritization Models

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?

Page 15: Project Lifecycle and Prioritization Models

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?

Page 16: Project Lifecycle and Prioritization Models

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?

Page 17: Project Lifecycle and Prioritization Models

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?

Page 18: Project Lifecycle and Prioritization Models

Project Prioritization Model

Total Score

Strategic Goals

Scorecard

Risks

Projects’ Total Score are all compared with one another to shape the project portfolio.

Page 19: Project Lifecycle and Prioritization Models

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

Page 20: Project Lifecycle and Prioritization Models

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

Page 21: Project Lifecycle and Prioritization Models

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

Page 22: Project Lifecycle and Prioritization Models

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

Page 23: Project Lifecycle and Prioritization Models

Sample Projects Graphic View

• The Total Score can be represented visually using the 3 components

• Forms a “dashboard” view of the portfolio

Page 24: Project Lifecycle and Prioritization Models

Consulting and ProjectServices Approach

Office of Information Technology Services

Project Lifecycle and Prioritization Models Winter 2011