Information Technology Spend Exercise IT Spend Status Report July 14, 2016 Page 1 Information...
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Campus IT Spend Status Report July 14, 2016 Page 1 Information Technology Spend Exercise Status Report – July 14, 2016 Executive Summary Green Team on track to complete work by July 25th Green Current risks/issues are manageable Green No issues with team commitment levels Status Summary: Overall: Divisional interviews are nearly complete and the final report is being compiled. Key Accomplishments/Comments from the Past Two Weeks: • Most divisional interviews have been completed • Appendix 4 (Divisional Summary) format has been completed and agreed upon by the team • DoIT has provided data to avoid duplicative counts in financial summary data • Recommendations for repeatability of the process continue to be recorded • Special topics likely to have an impact on the IT landscape continue to be recorded for inclusion in the final report Key Steps Planned/Comments for the Next Two Weeks: • Divisional interviews will be completed by 7/18 • Final interview notes and data submitted for inclusion in the report by 7/20 • Final report will be delivered on 7/25 • VC Lehman may request a presentation to Administrative Council during the 7/28 meeting Other: • Emerging Themes # Theme Comments 1 Focus of the team is IT Landscape in which IT Spend is one component Since discussions initially started, the team has expanded their focus to include the context in which IT Spend occurs. 2 IT Titling and Compensation Gap Analysis project is underway The IT Titling and Compensation Gap Analysis project will complement this exercise in that recommendations from that project will enable and further support repeatability of the processes desired here. 3 This exercise serves as an entry point to areas of further exploration The volume of information learned through this process has opened up possibilities for further exploration. This team will present information in a summarized and consumable format while retaining more detailed information that will be useful if deeper exploration is requested. Overall Status Green IT Spend Exercise on target to be completed by July 25th Risks/Issues Timeline Expenses Forecast
Transcript of Information Technology Spend Exercise IT Spend Status Report July 14, 2016 Page 1 Information...
CampusITSpendStatusReportJuly14,2016Page1
InformationTechnologySpendExerciseStatusReport–July14,2016
ExecutiveSummary
Green
TeamontracktocompleteworkbyJuly25th
Green
Currentrisks/issuesaremanageable
Green
NoissueswithteamcommitmentlevelsStatusSummary:Overall:Divisionalinterviewsarenearlycompleteandthefinalreportisbeingcompiled.
KeyAccomplishments/CommentsfromthePastTwoWeeks:• Mostdivisionalinterviewshavebeencompleted• Appendix4(DivisionalSummary)formathasbeencompletedandagreeduponbytheteam• DoIThasprovideddatatoavoidduplicativecountsinfinancialsummarydata• Recommendationsforrepeatabilityoftheprocesscontinuetoberecorded• SpecialtopicslikelytohaveanimpactontheITlandscapecontinuetoberecordedforinclusioninthefinalreport
KeyStepsPlanned/CommentsfortheNextTwoWeeks:• Divisionalinterviewswillbecompletedby7/18• Finalinterviewnotesanddatasubmittedforinclusioninthereportby7/20• Finalreportwillbedeliveredon7/25• VCLehmanmayrequestapresentationtoAdministrativeCouncilduringthe7/28meeting
Other:
•
EmergingThemes# Theme Comments1 FocusoftheteamisITLandscapeinwhichIT
SpendisonecomponentSincediscussionsinitiallystarted,theteamhasexpandedtheirfocustoincludethecontextinwhichITSpendoccurs.
2 ITTitlingandCompensationGapAnalysisprojectisunderway
TheITTitlingandCompensationGapAnalysisprojectwillcomplementthisexerciseinthatrecommendationsfromthatprojectwillenableandfurthersupportrepeatabilityoftheprocessesdesiredhere.
3 Thisexerciseservesasanentrypointtoareasoffurtherexploration
Thevolumeofinformationlearnedthroughthisprocesshasopeneduppossibilitiesforfurtherexploration.Thisteamwillpresentinformationinasummarizedandconsumableformatwhileretainingmoredetailedinformationthatwillbeusefulifdeeperexplorationisrequested.
OverallStatus
Green
ITSpendExerciseontargettobecompletedbyJuly25th
Risks/Issues Timeline Expenses Forecast
CampusITSpendStatusReportJuly14,2016Page2
KeyRisks/Issues(SS=Showstopper,H=High,M=Medium,L=Low
# Issue/Risk Priority(SS,H,M.L)
Owner Impact/Mitigation/Comments
1 (Issue)FinancialSystem’sAccountCodesarenotconsistentlyusedorunderstood
H Team (Impact)Possiblethatnotalldatathatisdefinedas“ITSpend”willbeincluded;possiblethatsomedatathatisnotdefined“ITSpend”willbeincluded.
2 (Issue)Shouldtheteamfocusontryingtodeterminethespendforeachservicewithindivisionsandsub-units?
H Team (Comment)RecognizingthatdataaboutITexpendituresisalreadychallenging,extendingthisanalysisonestepfurthertotheservicelevelwilladdalayerofcomplexity.Thedataatthislevelwouldlargelybeestimated,andadegreeofaccuracycannotbeguaranteed.Resolved–theteamwillbefocusingonextendingtheanalysisofcostperservicetoDoITandAIMSonly.
3 (Risk)Somedivisionsmaynotparticipateinthetimelinewe’veidentified.
H Team (Comment)Projectchairtobenotifiedofpotentialconflictswithtimingorparticipationfromdivisionssotheycanbemitigatedasquicklyaspossible.Resolved–theteamhassuccessfullymadecontactwitheachdivision,andtheywillhavebeeninterviewedforthisreport.
OverallTimeline Begin End Variance Variance% Comments
Phase1:SetBoundaries
4/25/2016 6/1/2016
Phase2:GatherData
6/1/2016 7/20/2016 Mindfulaboutfiscalyearend.
Phase3:CompileReport
7/5/2016 7/25/2016
ProjectInfoExecutiveSponsor MichaelLehman,ViceChancellorfor
FinanceandAdministrationWorkingSponsor BruceMaas,ViceProvostforInformationTechnology&CIO
ProjectManager NicholasTincher(OVCRGE)
KeyStakeholders DivisionalChiefBusinessOfficers;DivisionalChiefInformationOfficersorITDirectors;OfficeoftheViceChancellorforFinance
andAdministrationCoreTeam NicholasTincher,BrunoBrowning,KevinCherek,JimFranzone,EricGiefer,AnneGunther,ChrisHopp,JenniferKlippel,
RobKohlhepp,LeeKonrad,BruceMaas,BethanyPluymers,BrendaSpychalla,MarkSweet,AndyTaylor,DaveTowers,GeorgeWatson
ProjectDescription:ThepurposeoftheInformationTechnologySpendExerciseistodevelopamethodologyandrepeatableprocesstocaptureandreportoninformationtechnology(IT)spend.ThisexerciseismeanttoincreasethetransparencyofITcostsandforuseinmakingfutureITinvestmentdecisions.
TheGoalsoftheITSpendExerciseareto:
a.createaframeworktogatherdataaroundthecostofinformationtechnologyb.createreportstoseedataaroundthecostsofandtoconveyastoryaboutinvestmentininformationtechnologyc.developaprocesstomaintaindataaroundthecostofinformationtechnologygoingforward
