Project Prioritization Process 2/22/06

Download Project Prioritization Process 2/22/06

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<ul><li> 1. Portfolio Management Process &amp; Customer Request Management January, 2006</li></ul> <p> 2. Agenda </p> <ul><li>Portfolio management </li></ul> <ul><li>Customer Requests 2 types </li></ul> <ul><li><ul><li>Enhancements/Micro projects </li></ul></li></ul> <ul><li><ul><li>Projects </li></ul></li></ul> <ul><li>Project Prioritization Process </li></ul> <ul><li><ul><li>Annual prioritization timeline </li></ul></li></ul> <ul><li><ul><li>Overall process </li></ul></li></ul> <ul><li><ul><li><ul><li>Out of cycle discussion </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Update process </li></ul></li></ul></li></ul> <p> 3. Portfolio Management </p> <ul><li>Portfolio Management is the process to </li></ul> <ul><li><ul><li>Manage overall visibility of the project demand</li></ul></li></ul> <ul><li><ul><li>Establish a forum and process for prioritizing the demand on an Institute level </li></ul></li></ul> <ul><li><ul><li><ul><li>Annual planning cycle</li></ul></li></ul></li></ul> <ul><li><ul><li>Approve and allocate the project resources</li></ul></li></ul> <ul><li><ul><li>Integrate with the overall budget process </li></ul></li></ul> <ul><li><ul><li>Monitor the ongoing projects</li></ul></li></ul> <ul><li><ul><li>Evaluate new requests and changes</li></ul></li></ul> <ul><li><ul><li>Provide awareness of the entire project portfolio to a broad set of constituents</li></ul></li></ul> <p> 4. Customer Requests</p> <ul><li>Two main channels for managing requests </li></ul> <ul><li><ul><li>Customer forums </li></ul></li></ul> <ul><li><ul><li><ul><li>Manages and prioritizes enhancements/micro projects (less than 6 person months) </li></ul></li></ul></li></ul> <ul><li><ul><li>ASPCC Process </li></ul></li></ul> <ul><li><ul><li><ul><li>Annual project prioritization process </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Out of cycle process </li></ul></li></ul></li></ul> <p> 5. Customer Request Process 6. Communicate &amp; Collect Project Requests Present completed forms at SAPBIZ Develop Business Cases Project Inventory to ASPCC Picks 10 ASPCCRanks 10 Picks 10 Approved Resources Schedule &amp; Budget Annual Project Prioritization Timeline Dec Nov Oct Sept Aug July June May April Mar Feb Jan 7. Prioritization Process </p> <ul><li>January April </li></ul> <ul><li><ul><li>Communicate the overall process via</li></ul></li></ul> <ul><li><ul><li><ul><li>Customer forums </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>SAPBIZ communication and updates </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Admin Comp Web-site </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>ASPCC Meetings </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>IS&amp;T Managers Meeting </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Others </li></ul></li></ul></li></ul> <ul><li><ul><li>Publish and Validate the prior years project inventory </li></ul></li></ul> <ul><li><ul><li><ul><li>Discuss requests not actioned the prior year </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li>Re-submit requests update and or modify as needed</li></ul></li></ul></li></ul></li></ul> <p> 8. Prioritization Process </p> <ul><li><ul><li>January April continued</li></ul></li></ul> <ul><li><ul><li><ul><li>Customers complete Request for Evaluationforms with assistance from Admin Comp </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li>Customer initiates process by completing page one of the request for evaluation form </li></ul></li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li><ul><li>http:// web.mit.edu/ist/org/admincomputing/#projects </li></ul></li></ul></li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li><ul><li>Submit to Admin Comp via email to[email_address] </li></ul></li></ul></li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li>Admin Comp assigns requests and acknowledges receipt</li></ul></li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li>Admin Comp completes remainder of the form and reviews/clarifies page one with the Customer </li></ul></li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li><ul><li>Conducts Kitimat analysis</li></ul></li></ul></li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Conduct reviews of completed forms at SAPBIZ </li></ul></li></ul></li></ul> <p> 9. Prioritization Process </p> <ul><li>May </li></ul> <ul><li><ul><li>Provide the project inventory (listing of projects under consideration for that fiscal year) andRequest for Evaluationforms to ASPCC </li></ul></li></ul> <ul><li><ul><li><ul><li>Project inventory maybe a subset of requested projects</li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li><ul><li>If the inventory exceeds a manageable amount (25-30) </li></ul></li></ul></li></ul></li></ul> <ul><li>June</li></ul> <ul><li><ul><li>ASPCC prioritizes the list picks 10 </li></ul></li></ul> <p> 10. Prioritization Process </p> <ul><li>July September </li></ul> <ul><li><ul><li>Admin Comp and the Customers jointly develop the business cases </li></ul></li></ul> <ul><li><ul><li><ul><li>Confer across IS&amp;T and with other partners </li></ul></li></ul></li></ul> <ul><li>October </li></ul> <ul><li><ul><li>Present business cases and a summary document to ASPCC </li></ul></li></ul> <ul><li><ul><li><ul><li>ASPCC prioritizes the projects votes</li></ul></li></ul></li></ul> <p> 11. Prioritization Process </p> <ul><li>November </li></ul> <ul><li><ul><li>Admin Comp and Customers conduct resource planning </li></ul></li></ul> <ul><li><ul><li><ul><li>Assess any required prerequisites </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Develop a project delivery plan that considers general Institute scheduling constraints</li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Confer across IS&amp;T and with other partners </li></ul></li></ul></li></ul> <ul><li><ul><li>Projects selected and a draft schedule are presented to ASPCC for approval </li></ul></li></ul> <ul><li><ul><li><ul><li>Approval or modification </li></ul></li></ul></li></ul> <ul><li><ul><li>Incorporated in the budget request </li></ul></li></ul> <p> 12. Out of Cycle Requests </p> <ul><li>Business Owner request that is </li></ul> <ul><li><ul><li>Unknown during the annual planning cycle </li></ul></li></ul> <ul><li><ul><li><ul><li>Significant business and or technical change </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Urgent business need </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>New opportunity </li></ul></li></ul></li></ul> <ul><li><ul><li>A change in status or condition of the initial project </li></ul></li></ul> <ul><li><ul><li><ul><li>Potential need to re-prioritize approved projects </li></ul></li></ul></li></ul> <ul><li><ul><li><ul><li>Serious support/maintenance issue develops or worsens </li></ul></li></ul></li></ul> <ul><li><ul><li>Compliance issue </li></ul></li></ul> <p> 13. Process for Out of Cycles </p> <ul><li>Use the standard project portfolio management process &amp; additional criteria </li></ul> <ul><li><ul><li>Provides significant and direct advancement of the Institutes mission and goals </li></ul></li></ul> <ul><li><ul><li>Opportunity to increase the benefit from a fast track </li></ul></li></ul> <ul><li><ul><li>Funding availability</li></ul></li></ul> <ul><li><ul><li>Resources generally available for the effort </li></ul></li></ul> <ul><li><ul><li><ul><li>Business and SAIS </li></ul></li></ul></li></ul> <ul><li><ul><li>Small to moderate sized </li></ul></li></ul> <ul><li><ul><li>Retires a legacy system </li></ul></li></ul> <p> 14. On-Going Process </p> <ul><li>Priorities are reviewed quarterly by ASPCC for progress updates and adjustments </li></ul> <ul><li><ul><li>Changing business conditions </li></ul></li></ul> <ul><li><ul><li>Compliance issues </li></ul></li></ul> <ul><li><ul><li>Out of cycle requests </li></ul></li></ul> <ul><li>Quarterly Updates to SAPBIZ(recommendation) </li></ul> <ul><li><ul><li>Progress to schedule </li></ul></li></ul> <ul><li><ul><li>Changes to prioritized projects from ASPCC </li></ul></li></ul> <ul><li><ul><li>Out of Cycle requests </li></ul></li></ul> <ul><li><ul><li>Process review</li></ul></li></ul> <p> 15. General Updates </p> <ul><li>Request for evaluation form used for both projects and enhancements </li></ul> <ul><li>Why? </li></ul> <ul><li><ul><li>Track the work </li></ul></li></ul> <ul><li><ul><li>Provide a better definition of the request up front </li></ul></li></ul>

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